KBA-01104: Activating Alerts for a Document

Purpose & Scope:

There are two distinct ways of managing document Alerts:

1. Alert Subscriptions are found on the Manage Dashboard.  This tool allows broad subscriptions across document types and selection criteria.  Email notifications can be enabled.
2. Document-specific Alerts are manually maintained on a document-by-document basis.   These Alerts can be used to fine-tune or override Alerts generated by subscriptions.

The remainder of this KBA deals with maintaining and fine tuning document-specific Alerts.

Remember that setting up Alerts for a document is a two-part process:

1. Select the Alerts that will apply to the document and
2. Select who will receive the Alerts (based upon global or document routing subscription)

Procedure:

These procedures apply to manually maintaining Alerts on a document-by-document basis.

To add an Alert to a document:

1. Go to your Project Dashboard.
2. Open your desired Spitfire document.
3. Click on the down arrow at the upper right corner to open the Document Options menu.
4. Select Alerts from the Document Options menu.  The Document Alerts window will open.
5. Click the drop-down arrow to Select Alert.
6. Click the ‘Add New‘ icon to add the selected Alert to the document.
   Note: If you select Other, you may edit the text ‘other‘ to text of your choice.
7. Click the ‘Edit‘ icon.
8. (optional) Adjust the Alert‘s default settings:
   • Active: Checkmark = active, Clear = inactive
   • Lead: Enter the number of days before the date the alert should be sent or, if the alert is for the change of a date, enter the number of days that the date needs to change to generate an alert (for example, if you enter 3, then you‘ll receive an alert if the date changes by three or more days, but you will not receive an alert if the date changes by a day or two).
   • Recurs: Select how often you‘d like the alert to be sent. For example, if Lead Days on a Doc Due Alert equals two and Recurs equals Daily, you can expect an alert two days before the Due Date, and another the day before the Due Date, and another on the Due Date, and so on until the document is closed, or the Due Date is changed, or the Alert is changed to Inactive.
   • Date: If you selected Other as your Alert, enter a Date for the Alert‘s base.
9. Accept your changes to the Alert line by clicking the ‘Accept‘ checkmark.
10. Close the Document Alerts window.
11. Save your document to save the Alert.

To select Routees to receive Alerts:

Users that have an Alert Subscription that matches the Alert will automatically receive the Alert.  You can also have the document send the Alert to Routees, even if they do not normally subscribe.

1. With the Spitfire document still open, click on the Route Detail tab.
2. Click the drop-down arrow at the beginning of the routee line to open the Routee Options menu.
3. Select Subscribed to Alerts. (Checkmark=Subscribed, X=Not Subscribed).

Note: The Document Originator is subscribed to Alerts by default.

Once Alerts have been added to a document and Routees have been selected, the Alerts will be generated by either a date or status change or by the passage of time (overdue) and sent to contacts with matching subscriptions (either in their general subscription list or specific to their document routing).

Additional Comments:

More information about Alerts and Alert Subscriptions can be found in the Focus on Alerts and Compliance guide. Remember that changes to Alert Subscriptions add alert tracking to new documents. Existing documents may need to have their alert tracking reviewed using the steps above. Your Spitfire System Administrator should create a SQL Agent Job to run the DocOverdue stored procedure on a regular schedule, usually daily around 5AM.

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KBA-01104; Last updated: November 10, 2016 at 9:31 am;