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Notifications in Workspaces and Data Rooms

Updated

Notifications in Workspaces 

Workspaces has email and online notifications. In this article, you will learn all you need to know about them.

Email notifications

  • Contributors and Managers receive an email notification when assigned to a request or task, or when mentioned in a chat.
  • Admins receive an email notification when a new file is uploaded. The email shows the number of uploaded files.
  • To limit spam, all actions are aggregated in a 1 hour timespan and delivered in a single email. If your notification frequency is set to daily or weekly, the actions will be bundled accordingly. 
  • From the email, users can go directly to the Workspace and work on the assigned items. To have a clear overview of the items that have been assigned to you, set the filter to 'assigned to you' to you.

Online notifications

  • For as long as users are logged in to the Workspace, they will receive notifications about all changes performed on folders or files that are assigned to them. This list will be cleared when the user logs out.
  • There is no distinction between Admins, Managers and Contributors other than the circumstance where a top-level folder is added to the Data Collection.
  • The counter badge on the bell will display the number of new notifiable changes.

How to change the frequency of the email notifications?

1. Log in to your Workspace.

2. Click Your name/initials in the bottom left of your screen.

3. Select Set email notifications from the dropdown menu.

WS notifications.png

4. Choose the new frequency for your notifications. Choose between Never, Hourly, Daily or Weekly.

  • Hourly notifications are sent every whole hour.
  • Daily notifications are sent at 07:00 UTC.
  • Weekly notifications are sent on Mondays at 07:00 UTC. 
WS notifications settings.png

Notifications in Data Rooms

You will receive a notification email whenever new documents or placeholders are added, or when there is new activity in the Q&A. 

Note: notifications are only sent if you were not logged in to the Data Room at the time the action occurred.

Q&A Notifications: Q&A Coordinators receive notifications when a new question is submitted and when an answer is assigned back by an Answer Drafter. Answer Drafters are only notified when a question is assigned to them.

How to change the frequency of the email notifications?

1. Log in to your Data Room.

2. Click Your name/initials in the bottom left of your screen.

3. Select Set Notifications from the dropdown menu.

notifications 4. Choose the new frequency for your notifications. Choose between Never, Hourly, Daily or Weekly.

  • Hourly notifications are sent every whole hour.
  • Daily notifications are sent at 07:00 UTC.
  • Weekly notifications are sent on Mondays at 07:00 UTC. DR notification settings.png

Users can still receive notifications if they have set it to Never. When uploading, users have to choice to override personal preferences with Send instant notification during uploads.

Tip: You can set a different frequency for each Data Room you use.

5. Click Save to finalize the action.

Notifications inside Data Rooms

In the bottom left menu, click on Notifications (the bell icon) to show how many new documents and questions are available.

notifications.png

Click on new documents to show all the new documents available. Use the middle pane to apply filters and download a report with an overview of all the new documents. You can download only the new documents since your last login e.g., by using the steps below:

1. Click New documents.
2. Use the Type filter to make a selection of the available files. 
3. Select all items.
4. Click Download. download new docs
Note: Once you are logged into the Data Room, the counter showing the number of new documents will remain visible until 0:00 UTC, and will reset after this time.

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