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File Notification Dialog Box

Use the File Notification dialog box to add or edit automatic notifications for one or more files.

To access this dialog box:

In the Notification Editor, do one of the following:

  • To create a new notification, click Add File Notification.

    In the Browse for File(s) dialog box, select one or more files and click Open.

  • To edit an existing notification, select it and click Edit Notification.
You can select multiple files for which to create notifications and set the same notification details on all of the files at once. However, an individual notification is created for each file.

File and Type

File File for which the notification is being created.

If you selected multiple files in the Browse for File (s) dialog box, the arrows to the right of the field lets you select one file at a time.

The Browse control (...) lets you change the selection of files.
Type Type of notification to create.

Notification Properties

The Type of notification you select determines the fields on the Notification Properties tab.

Change Workflow State Sends a notification when a file's workflow state changes.

To be notified for all workflow state changes for the selected file, leave the state fields set to Any State and Any Transition.

Otherwise, select specific states and transitions. The options available depend on how your workflows are configured.

Initially, all workflow options are available. When you select an option for a field, choices for other fields are constrained to what is defined in the workflow. For example, when you select a Source state, the options for Destination state and State change are limited to those available for that source state.

  • Source state - initial state of file.
  • Destination state - file state after the transition.
  • State change - transition used to trigger the state change.

You can restrict the notification to:

  • Only files I have created
  • Only if I changed state last time
Check In Sends a notification when the file is checked in to the vault.

You can restrict the notification to:

  • Only file I have created
  • Only if I changed state last time
Check Out Sends a notification when the file is checked out of the vault.

You can restrict the notification to:

  • Only file I have created
  • Only if I changed state last time
Delayed in State Sends a notification when the file has been in the workflow state for an amount of time that you specify.
  • Workflow
  • State - states available in the selected workflow
  • Trigger after n day(s) in state 'xxx' - number of days the file is in the selected state before the notification is sent.
  • Resend every n day(s) - frequency with which to resend the notification.


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