Creating document notification rules

Alerts and notices
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  1. Click the Home link in the GoFileRoom toolbar.

    Note: To view the GoFileRoom Home screen, you must have Microsoft Silverlight installed on your computer.

    1. When prompted, click the Click now to install button and follow the additional prompts.
    2. When the installation is complete, press the F5 key to refresh your browser.
  2. Click the Actions button in the Notification Rules portlet and choose New from the drop-down list.

    Note: If you do not see the Notification Rules portlet, you can add it to the Home screen.

  3. Click the Document rule checkbox in the Rules Wizard and click Next.
  4. Mark the checkbox for the action you want to be notified about and click the Next button. For example, mark the when a document is added checkbox to be notified whenever a document is added to GoFileRoom.

    Note: A preview pane displays your selections for the new rule at the bottom of each dialog in the Rules Wizard.

  5. Optional: You can specify conditions for the action you selected. For each condition that you want to apply for the current action, mark the appropriate checkbox in the Condition list, click the link for the condition in the preview pane, select condition parameters, and click the Next button.
    • by a person or group: Select Users, Groups, or External Users from the drop-down menu, click users or groups in the list to select them, and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.
    • on a date in a specified range: Mark the After and/or Before checkboxes, enter the desired dates (or click the calendar Calendar button button to select dates from a calendar), and click OK.
    • in the drawer: Click the drawers in the list to select them and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.
    • with a property containing specified words: Click the property link in the preview window, select a property from the drop-down list (for example, File Section in the Clients drawer), and click OK. Click the specified words link in the preview window, click words associated with the current property to select them or add words, and click OK.

      Notes

      • You can select conditions for up to four document properties with specified words.
      • This condition will be available only when a single drawer is selected.
    • with a file type extension: Click the file types in the list to select them, or add file types, and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.
    • with a size in a specified range: Enter the desired At least and/or At most file size in kilobytes (or click the up and down arrow Arrow buttons buttons to increase or decrease the current field value), and click OK.
  6. Optional: If you are an administrator, you can click the send notification to person or group and/or send notification to me checkboxes. If you choose to notify a person or group, click the person or group link in the preview pane and select the person or groups to notify.

    Select Users, Groups, External Users, Mapped Contacts, or Other Contacts from the drop-down list, click items in the list to select them, and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.

  7. Click the Next button.
  8. Optional: You can further control how notifications will be generated for this rule by selecting exceptions for the current action. For each exception that you want to apply, mark the appropriate checkbox in the Exception list, click the link for the exception in the preview pane, and select exception parameters (preceded by "except,").
    • by a person or group: Select Users, Groups, or External Users from the drop-down menu, click users or groups in the list to select them, and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.
    • on a date in a specified range: Mark the After and/or Before checkboxes, enter the desired dates (or click the calendar Calendar button button to select dates from a calendar), and click OK.
    • in the drawer: Click the drawers in the list to select them and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.

      Note: This exception will be displayed only when an "in the drawer" condition was not selected.

    • with a property containing specified words: Click the property link in the preview window, select a property from the drop-down list (for example, Description if you want to exclude documents with "FINAL" in the description), and click OK. Click the specified words link in the preview window, click words associated with the current property to select them or add words, and click OK.

      Notes

      • You can select exceptions for up to four document properties with specified words.
      • This exception will be available only when a single drawer is selected for the "in the drawer" condition.
    • with a file type extension: Click the file types in the list to select them, or add file types, and click OK. You can jump to an item in the list by entering the first few letters of the item in the field at the top of the dialog.
    • with a size in a specified range: Enter the desired At least and/or At most file size in kilobytes (or click the up and down arrow Arrow buttons buttons to increase or decrease the current field value), and click OK.
  9. Click the Finish button, and enter a name for this rule when prompted.
  10. Optional: If you have administrative privileges, you can mark the Make this rule available to other people checkbox to make this rule available to other people. If you leave the checkbox unmarked, the rule will be available only to you.
  11. Click OK.

Note: To turn off email notification or alerts for a rule, clear the checkboxes in the Email Email column icon and/or Alert Alert column icon columns.

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