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Introduction
The SCView Search Page offers users a streamlined way to send notifications directly from document searches, enhancing communication efficiency within your organization. This guide will walk you through the process of sending notifications, ensuring that messages are delivered promptly to the right recipients. By utilizing SCView's powerful notification features, you can maintain consistent and effective communication with your team.
A. Problem Statement
Organizations often struggle with ensuring timely and clear communication among team members, particularly when multiple stakeholders are involved in document-related processes. Notifications can be overlooked, delayed, or sent to incorrect recipients, causing bottlenecks and inefficiencies in workflow.
B. Solution
SCView's notification system embedded within the Search Page addresses these challenges by enabling seamless, targeted notifications directly linked to documents. This functionality allows for precise communication by directing notifications to specific users or groups, thereby improving workflow efficiency and reducing administrative overhead.
Step 1: Navigate to Search
Navigate to the Search page of SCView and locate the document for which you want to send a notification. Right-click on the document, and from the menu, select the Notifications option.
Note: The icon under Index Modified is for Search MVC users only.
Step 2: Open Notification
Add: Clicking the Add button opens a pop-up form, allowing you to create a new notification by filling in the necessary details.
Edit: The Edit button enables you to modify notifications that you have already created.
Resend: The Resend button allows you to send an existing notification again without the need to create a new one.
Delete: Clicking Delete removes the notification from the grid entirely.
Step 3: Add/Edit Notification Template
Document ID: Auto fills on a new notification
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.
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.
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 on the Groups page, ensuring the appropriate parties receive the update.
Notify User: Direct the notification to individual users. Select the intended recipient from the dropdown.
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, then press Tab to save.
Notify Date: The date you want the notification to go out
Time: The time you want the notification to send and notify the user
Recurs: If you want the notification to recur, and how often it recurs
Recurrence Template: This setting determines which template is used for the recurring notification, ensuring ongoing communication without manual re-entry.
Send Email: This will send an email along with the notification to the selected user
Include Pages: This will include pages in the notification that the user will be able to see
Page Range: This narrows down the pages if you don't want all of the pages sending
Email Template: You can pick your email template for your notifications here
Reminder: This will give you a reminder based off the days you set.
C. Best Practices
- Accurate Naming and Descriptions: When creating a notification, use clear and concise titles and descriptions. This ensures that recipients immediately understand the notification's purpose and relevance.
- Priority Setting: Utilize the priority setting feature to indicate the urgency of notifications, helping recipients manage their responses and tasks effectively.
- Selective Group and User Notification: Choose recipient groups or individual users carefully to ensure that notifications are only sent to those who need to take action or be informed.
- Use of Templates and Recurrence: Take advantage of notification templates and recurrence settings to facilitate consistent and repeated communications without having to create new notifications each time.
- Email Integration: Use the Send Email option to complement in-system notifications with emails, ensuring robust communication that reaches recipients even outside of SCView.
D. Troubleshooting
- Notification Not Sent: Check that the Notify Date and Time are correctly set and that the document ID is valid.
- Incorrect Recipient: Verify that the correct users or groups are selected. Double-check email addresses entered in the Notify Column for external recipients.
- Failure to Recurrence: Ensure that the Recurrence Template is correctly configured and associated with the notification.
- Notification Not Displaying Correctly: Confirm that the correct Page Range and Email Template are selected for the notification's content.
E. Related Articles
Search: OCR Search Functionality
Conclusion
Leveraging the SCView Search Page for document-linked notifications facilitates reliable and timely communication across your organization. By adhering to best practices and troubleshooting effectively, you can enhance your communication strategy, ensuring that critical information reaches the right audience without delay. This proactive approach to notifications supports streamlined operations and fosters a collaborative work environment.