Subscribe To Changes

When you are responsible for important documents that could be changed by others, you might want to be notified when changes occur of which you are not aware. You can subscribe to those documents to receive email messages when events occur that you are interested in. You may also subscribe to receive reminders for specific documents for which a System Administrator has configured periodic reminders. If you have the Allow Management of Subscriptions for others privilege, you can add or remove subscriptions for other users.

ClosedNotes About Functionality

  • You might also receive event notifications or reminders for documents to which you did not subscribe. These could be the result of automatic notifications configured by a System Administrator.

  • For folder subscriptions you can subscribe to events that occur on documents contained in the folder at that moment. If a document is added to the folder later, you are not automatically subscribed to that document. For project subscriptions, you can subscribe to events that occur on the project, such as project workflow transitions.

  • Subscriptions require some configuration by a System Administrator. Also, you must be a member of a group that has been granted the Allow Subscriptions or Allow Management of Subscriptions for others privileges in the folder containing the documents that you want to subscribe to.

  • Notifications are only sent to your primary email address as set by a System Administrator and as described in Create and edit user accounts.

ClosedPowerWeb Procedures

Use these steps for PowerWeb.

ClosedSubscribe to Document or Folder

To subscribe to changes on a document or folder:

  1. In any navigation view, select the documents or folders that you want to change subscriptions for.

  2. Choose one of the following options:

    • In the Document or Folder ribbon, in the Action group, click Subscribe.

    • Right-click anywhere within your selection, point to Document, and then click Subscribe on the shortcut menu that appears.

      The Subscribe dialog box appears and lists the available events and reminders that you can subscribe to. The events to which you have already subscribed are selected.

    • From the Thumbnails view:

      1. Right-click a thumbnail of a folder or document.

      2. Choose between two options:

        • Select Folder > Subscribe.

        • Select Document > Subscribe.

  3. Select events you want to subscribe to for the selected documents or folders.

  4. Click Next.

    The next page of the dialog box opens.

  5. Choose between two options:

    • If you have the Allow Management of Subscriptions for others privilege, select the users who should receive notifications about the selected documents.

      You can only deselect yourself if at least one other user is selected.

    • If you do not have the Allow Management of Subscriptions for others privilege, proceed to step 6.

  6. Click Next.

    The next page of the dialog box opens. This page lists the changes you have made and asks you to confirm them.

  7. Click OK.

ClosedUnsubscribe from Document or Folder

To unsubscribe from changes on a document or folder:

  1. In any navigation view, select the documents or folders that you want to change subscriptions for.

  2. Choose one of the following options:

    • In the Document or Folder ribbon, in the Action group, click Unsubscribe.

    • Right-click anywhere within your selection, point to Document, and then click Unsubscribe on the shortcut menu that appears.

      The Unsubscribe dialog box appears and lists the available events and reminders that you can unsubscribe from.

    • From the Thumbnails view:

      1. Right-click a thumbnail of a folder or document.

      2. Choose between two options:

        • Select Folder > Unsubscribe.

        • Select Document > Unsubscribe.

  3. Select events you want to unsubscribe from for the selected documents or folders.

  4. Click Next.

    The next page of the dialog box opens.

  5. Choose between two options:

    • If you have the Allow Management of Subscriptions for others privilege, select the users who should no longer receive notifications about the selected documents.

      You can only deselect yourself if at least one other user is selected.

    • If you do not have the Allow Management of Subscriptions for others privilege, proceed to step 6.

  6. Click Next.

    The next page of the dialog box opens. This page lists the changes you have made and asks you to confirm them.

  7. Click OK.

ClosedSubscribe to Project

To subscribe to changes on a project:

  1. In any navigation view, select the projects that you want to change subscriptions for.

  2. Choose one of the following options:

    • To take action from the Folder ribbon:

      1. In the Folder ribbon, in the Action group, click the down arrow next to Subscribe.

      2. Select Subscribe to Project from the menu that appears.

    • Right-click anywhere within your selection, point to Folder, and then click Subscribe to Project on the shortcut menu that appears.

      The Subscribe dialog box appears and lists the available events and reminders that you can subscribe to. The events to which you have already subscribed are selected.

    • From the Thumbnails view:

      1. Right-click a thumbnail of a folder.

      2. Select Folder > Subscribe to Project.

  3. Select events you want to subscribe to for the selected projects.

  4. Click Next.

    The next page of the dialog box opens.

  5. Choose between two options:

    • If you have the Allow Management of Subscriptions for others privilege, select the users who should receive notifications about the selected documents.

      You can only deselect yourself if at least one other user is selected.

    • If you do not have the Allow Management of Subscriptions for others privilege, proceed to step 6.

  6. Click Next.

    The next page of the dialog box opens. This page lists the changes you have made and asks you to confirm them.

  7. Click OK.

ClosedUnsubscribe from Project

To unsubscribe from changes on project:

  1. In any navigation view, select the project that you want to change subscriptions for.

  2. Choose one of the following options:

    • To take action from the Folder ribbon:

      1. In the Folder ribbon, in the Action group, click the down arrow next to Unsubscribe.

      2. Select Unsubscribe from Project from the menu that appears.

    • Right-click anywhere within your selection, point to Folder, and then click Unsubscribe from Project on the shortcut menu that appears.

      The Unsubscribe dialog box appears and lists the available events and reminders that you can unsubscribe from.

    • From the Thumbnails view:

      1. Right-click a thumbnail of a folder.

      2. Select Folder > Unsubscribe from Project.

  3. Select events you want to unsubscribe from for the selected documents.

  4. Click Next.

    The next page of the dialog box opens.

  5. Choose between two options:

    • If you have the Allow Management of Subscriptions for others privilege, select the users who should no longer receive notifications about the selected documents.

      You can only deselect yourself if at least one other user is selected.

    • If you do not have the Allow Management of Subscriptions for others privilege, proceed to step 6.

  6. Click Next.

    The next page of the dialog box opens. This page lists the changes you have made and asks you to confirm them.

  7. Click OK.

ClosedPowerUser Procedures

Use these steps for PowerUser.

To subscribe to or unsubscribe from changes:

  1. In any navigation view, select the documents that you want to change subscriptions for.

  2. On the Document or Folder menu, select Change Subscription.

    The Change Subscription dialog box appears and lists the available events and reminders that you can subscribe to. The events to which you have already subscribed are selected.

    Changes to the selected events in this list are not saved if you click the Subscribers button and will be reset when that dialog is closed. If you want to change the subscriptions of other users, select the subscribers in the next step first and then change the events to which they are subscribed.

  3. To change the subscriptions of other users:

    1. Click Subscribers.

      The Subscribers dialog box appears and lists all system users. By default, your name is selected to change only your subscription options.

    2. Select or clear user names to change their subscriptions to the selected items.

    3. Click OK.

  4. Select or clear events and reminders to change the subscriptions to the selected items for the users that you selected.

    The check boxes shown by this dialog box can represent three states that indicate how many of the selected subscribers are subscribed to the corresponding event.

  5. To view the names of the subscribers for a specific event, select the event and click Subscribers.

    The Subscribers dialog box appears and lists the users that are subscribed to the selected event.

  6. Click OK.

2023

 

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