Configure Email Notification Settings

Configure email notification settings within the vault to send notifications for the specified lifecycle state transition, using the defined email template, and to the selected members.

Configure Notification Settings

1. Click Tools > Administration > Vault Settings.

2. On the Vault Settings dialog, select the Behaviors tab.

3. Click Notifications… to configure the email notification settings.

4. In the General Settings tab, select the lifecycle definition and the state that triggers the email notification ("from state" and "next state").

   For example, you might want to send notifications when a document transitions from "Work in Progress" to "Review" or from "Review" to "Released".

5. Select the email notification template, if already exists, or create a new email template.

   The "out of the box" (OOTB) is the pre-defined template created for sending email notifications. You can create a custom template or modify an existing ootb template.

   If you already have a template listed, you can also edit the existing template to customize it as per your requirement.

6. Click Add members to add the email notification recipients to whom you want to send the email notification. This could include document editors, project administrators, or other relevant stakeholders.

   Note: To ensure users listed in the Email Notification settings receive emails during state transitions, you need to define an email alias for these users in the ADMS Console under the User and Group Management settings. Upon a state change, emails will be sent to the specified addresses.

7. Click Add. The notification settings are added to the list.

   You can also edit or remove the email notification settings.

   • Click Replace to edit the notification settings.
   • Click Remove to delete the notification settings.

8. Enable or disable the Allow Notification check box to send email notifications for the configured settings.

9. Click Apply to save the changes.

10. Click OK.

• You can't set up multiple notifications for the same lifecycle state transition.

• The users must be a part of an ECO routing list to get notified about the change order events.

  See Manage Change Order Routings and Routing Roles for more information.

Add Email Recipients

1. Click Add members.

2. In the Add Members dialog, choose to set search by members or profile attributes.

   • Search by Members

     • Select the users and groups from the list of available members.

   • Search by Profile Attributes

     • Select a property from the drop-down menu.

     • Select a condition from the drop-down menu.

     • Specify the filter value in the Value edit field.

     • Click Add to set the search criteria. You can edit or remove search criteria.

       • Click Replace to modify the selected search criteria.
       • Click Remove to delete the selected search criteria.

3. Click OK.

All the selected users and groups are added to the recipients list.

You can add, edit, and delete email addresses for users on the User Management dialog in the Vault Server. See Identify Email Recipients for more information.