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Some of our users receive a large number of notifications when, for example, someone revises our documents. Why is that, and can they be turned off?

Currently, it is not possible for users to enable or disable specific notifications from the system. Users can only completely disable the option to receive email copies of all notifications, which means that ALL email notifications will be turned off.

The system is designed to minimize the number of automatic notifications within the document module. Below is an overview of the instances when the Document module sends notifications, as well as the occasions when users have the option to send notifications manually.

Automatic Notifications Sent by the System

  • Review and Approval
    • When a user sends a document to you for review or approval.
    • When a user reviews or comments on a document you have sent for review.
  • Revision

    • The system automatically sends a reminder to the users responsible for revisions when it is time to start revising a document (this reminder is sent once).

    • When a user creates a new edition of a document that, according to the revision settings, requires revision, all users responsible for revisions are notified.

       

    • When a user archives a document that, according to the revision settings, requires revision, all users responsible for revisions are notified.

       

      The purpose of these automatic revision notifications is to keep responsible users informed about relevant events without overloading them with messages.

  • Share and Collaborate
    • When a user leaves a comment on a document shared with you for collaboration.

Notifications that users can choose to send

  • When a user shares a document with another user (this notification is not mandatory and can be sent at the sharer's preference).
  • When a user chooses to actively notify relevant parties about a document

 

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