Creating workflow 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 Workflow 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 deliverable is due checkbox to be notified whenever a workflow deliverable is due.
  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 checkbox in the Condition list, click the link for the condition in the preview pane, select condition parameters
    • by 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.

      Note: This item is not available for when a deliverable is due or when a workflow is due actions.

    • with a property containing specified words: Click the property link in the preview window, select a workflow property from the dropdown list (Workflow Step, for example), click OK, click the specified words link in the preview window, click words associated with the current property to select them, and click OK.

      Note: You can select conditions for up to four workflow properties with specified words.

    • in a specified number of days: enter the desired number of days (or click the up and down arrow Arrow buttons buttons to increase or decrease the current field value), choose before or after (the FirmFlow due date) from the dropdown menu, and click OK.

      Note: This item is available only for when a deliverable is due or when a workflow is due actions.

    , and click the Next button.
  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 menu, 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, select condition parameters
    • by 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.

      Note: This item is not available for when a deliverable is due or when a workflow is due actions.

    • with a property containing specified words: Click the property link in the preview window, select a workflow property from the dropdown list (Workflow Step, for example), click OK, click the specified words link in the preview window, click words associated with the current property to select them, and click OK.

      Note: You can select conditions for up to four workflow properties with specified words.

    • in a specified number of days: enter the desired number of days (or click the up and down arrow Arrow buttons buttons to increase or decrease the current field value), choose before or after (the FirmFlow due date) from the dropdown menu, and click OK.

      Note: This item is available only for when a deliverable is due or when a workflow is due actions.

    .
  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 to you only.
  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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