Monitoring in Document Management
Document Auto Monitoring
There are actually 4ways to automatically get notifications when documents are updated in Claromentis. Three of these are available on the front end and one in admin.
All of them have their place and it is worth running through them to clarify the different functionality and usage, as some customers are unclear on the specific differences.
Different Notification Icons
Send Notification : a fast way to send a notification about the document to any permissioned group within the set of hose who have at least view perms. Easy to use dialog box allows you to add comments, and automatically populate description, link to details and link to view.
Basically you should use this when users seem to have lost awareness that this really useful document already exists.
Start Monitoring
Will monitor all updates until that users stops it. Set by the user, this is used when the document concerned is very important to you, and you want to be notified of all changes from now on, not just the next one. This will continue until you click again n the “stop monitoring” icon.
Notify me when this document is updated
This will only notify you the next time it is updated. You can of course then go back in and repeat the process. Normally used when you are not sure if continual updates are going to interest you, and wish to defer that decision until next time.
Document Auto monitoring – set in admin
When auto monitoring is enabled and the “auto monitor” check box for a document is set, everyone who viewed that document is automatically subscribed to get notification when the document is updated.
But only once.
However if they respond to that notification, and look at the document again, then they will automatically be subscribed to be notified the next time it is updated.
This is actually very useful document management functionality – it allows administrators to suggest a document is important for a group of users, without spamming them with too many notifications – if they ignore the update the first time they will not be notified again.
Conclusion
As always it is a question of choosing the most appropriate method for each document and user – keeping a balance between ensuring you are informed of updates to important documents, and avoiding getting too many notifications.
