Introduction

SCView's Notifications feature is a powerful tool designed to optimize communication and workflow within organizations by automating alerts based on specific document activities. It enhances the efficiency of document management processes by ensuring timely and relevant notifications are sent to the appropriate users or groups. This guide provides a comprehensive walkthrough of setting up and managing notifications in SCView, outlining the procedures from creating to modifying notifications.


A. Problem Statement

Users need to be alerted on specific document actions to ensure timely responses and streamlined workflows. However, without an effective system in place, managing these notifications can be cumbersome, potentially leading to missed updates or an overflow of unnecessary alerts.


B. Solution

SCView addresses this challenge by offering a sophisticated notification system that allows users to set up customized alerts based on specific triggers related to document actions. This system includes features such as defining trigger events, setting notification priorities, and directing alerts to specified groups or individuals, thereby ensuring that notifications are both relevant and efficiently managed.


Step 1: Notifications are located under Admin > Notifications 


Step 2: Notification Manager Screen

  • Add: Click to create a new notification. This option initiates a fresh form where you can specify the details and settings for your new notification.
  • Edit: Select this option to modify the settings or content of an existing notification. This action is also available through a right-click menu on the notification you intend to change.
  • Copy: Use this function to duplicate an existing notification. You can also right-click on the notification you want to duplicate and select Copy. This is useful for creating similar notifications without having to start from scratch.
  • Delete: This option allows you to permanently remove a notification. You can also right-click on the notification you wish to delete and select Delete. Ensure you confirm this action, as it cannot be undone.
  • Save as Template: Convert an existing notification into a reusable template. After saving, this template can be selected from the Template Name dropdown menu in the Add Notification pop-up. This feature streamlines the process of creating new notifications that follow a similar format.


Step 3: Add/Edit Notification Template

Settings:

Template Name: This is the title of the notification and will be displayed to faculty or staff when the notification is sent. Choose a name that clearly reflects the content or purpose of the notification.

Template Description: Provide a concise description of what the notification encompasses. Although it's common for the description to mirror the template name, consider adding more detail where necessary to clarify the notification's purpose.

Triggered By: Specify the actions or events that will initiate this notification. For instance, selecting Doc Edited triggers a notification when changes are made to a specified document type. You can also set it to Doc Created to trigger notifications upon the creation of specific document types.

Priority: Set the urgency level for this notification, helping recipients to understand the importance and act accordingly.

Notify Group: Choose a recipient group for this notification from the predefined list in the Groups tab, ensuring the appropriate parties receive the update.

Notify User: Direct the notification to individual users. Select the intended recipient from the Users tab.

Notify Column: For notifications that need to be sent to individuals outside of SCView, simply enter their email address directly into this free-type column, and press Tab to save.

Create Notification: Configure this notification to be dispatched at predetermined times and days, aligning with your communication strategy or operational needs.

Create Additional Notifications: Set up parallel notifications to go out at different specified times, enhancing the reach and effectiveness of your messaging.

Recurrence Template: This setting determines which template is used for the recurring notification, ensuring ongoing communication without manual re-entry.

Apply to Doc Types: Designate which document types will trigger this notification when they meet the specified conditions, tailoring communications to relevant document activities.


Email:

Send Email: Check this box if you wish to send an email notification to the selected users.

Include Pages of Type: Choose the specific document type you want attached to the email.

Page Range: Select the page range option suitable for your needs:

  • Page Group and After is typically used for Requisitions. It includes the main requisition document along with any subsequent attachments.
  • Page Group and Whole Document sends only the primary document without any attachments.

Email Template: Craft the email content here, which will accompany your notification.

Send a Reminder Email: To set up reminder emails, check this box and specify the frequency at which you want the reminders to be sent.

 

Step 4: When you right-click on a notification line a context menu will appear. 

  • Add: Click to create a new notification. This option initiates a fresh form where you can specify the details and settings for your new notification.
  • Edit: Select this option to modify the settings or content of an existing notification. This action is available through a right-click menu on the notification you intend to change.
  • Copy: Use this function to duplicate an existing notification. Right-click on the notification you want to duplicate, and select Copy. This is useful for creating similar notifications without having to start from scratch.
  • Delete: This option allows you to permanently remove a notification. Right-click on the notification you wish to delete and select Delete. Ensure you confirm this action, as it cannot be undone.
  • Save as Template: Convert an existing notification into a reusable template. After saving, this template can be selected from the Template Name dropdown menu in the Add Notification pop-up. This feature streamlines the process of creating new notifications that follow a similar format.

C. Best Practices

  • Clear Identification: Use descriptive names and detailed descriptions in templates to ensure notifications are easily identifiable.
  • Appropriate Prioritization: Assign correct priority levels to different types of notifications to ensure users can quickly recognize the importance of each alert.
  • Regular Updates: Keep the trigger conditions and recipient lists updated to reflect any changes in workflow or team structure.


D. Troubleshooting

  • Notification Not Triggering: Ensure the trigger conditions are correctly set and that the document types are properly linked. Verify that the specified users or groups have the necessary permissions to receive notifications.
  • Errors in Email Notifications: Check the email template for any errors and ensure all external email addresses are correctly formatted. Verify server settings if emails are not being sent.
  • Template Issues: If changes to templates are not reflecting, make sure to save all changes before exiting the template editor. Clear cache or restart the session if persisting.


E. Related Articles

General: Navigation 

General: FAQ - Setup email to go through your own SMTP server


Conclusion

The notification system in SCView is a crucial component that significantly enhances document management by ensuring all stakeholders are promptly informed about relevant document actions. By following the outlined steps, utilizing the key features effectively, and adhering to best practices, organizations can maximize their productivity and ensure seamless communication across all levels of document processing operations.