Following can be set for individual documents. If you are Following a document, it means that when one of the users you have designated in the alert modifies the document, a notification will be sent telling you they modified the document. You will be "Following" the modifications of the document. You can define more than one Follow rule per document. The follow rule will remain active until you delete it using this dialog.
A notification will only be sent when a user other than the user who created the Follow rule makes a modification to the document or Folder. If a user is Following an item and they make a modification to it themselves, no notification will be sent.
To Follow a Document:
- From a folder page or a List View page, select the document that you would like to Follow.
- Click the Follow option under More Options in the right-hand pane.
- You will see the following dialog appear.
- Click Add to create a rule for the respective document.
The following dialog will appear. You have an option to choose one of two types of alerts.
Email – The first alert will send you an email whenever an action takes place.
RSS – The second will send alerts to an RSS feed that you setup. If you want to select groups who will trigger an alert, click the Users button. It defaults to all users in the cabinet. It will also default to your email address. You can change it to another email if you require.
Email Alert – Using the email option, you can send the alert in a condensed format for a cell phone or to the standard email format. If you want a follow alert sent to your normal email AND to a cell phone, you can create two different alerts.
NOTE: To set up a Follow on behalf of another user, you can create a separate Rule and then enter the email address for the user you wish to be notified. Create a new rule for each individual user.
RSS Feed Alerts – If you choose the RSS Feed option, after checking the box, the first time you use it, you will need to click the link as shown above to establish the RSS Feed. When that setup completes, you are finished. You can now go to your browser (we recommend IE 9.0+), and view the feed. Using an RSS Feed allows you to receive summary alerts instead of an alert for each occurrence. Some users will prefer this accumulated summary over the standard email alerts.
NOTE: If a person has View only rights to a document or a ShareSpace, they cannot define an Alert.