KBA-01943: Document Status Alerts

Question:

I thought I had set up the Document Status Change alert for my Change Orders, but I’m not getting an Alert for every change in document status. Why not?

Answer:

Document Status Change is indeed a type of alert that can be set up through the Alert Subscription tool. However, not every status change triggers the Alert, only eligible ones do.

First, establish eligible statuses for your Doc type:

1. Go to the Code Maintenance tool on the Manage Dashboard.
2. Find and expand the DocStatus code set.
3. Filter for your Doc type.
4. Observe that this code set has an Alert column.  This column indicates if an alert should be sent when the status changes TO the row’s status.  Check the statuses that should trigger an alert. You probably do not want an alert for every status change on your document. For example, often only Approved and Canceled are eligible for Alerts on Change Orders:
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Second: Set Up the Alert:

1. Go to the Alert Subscription tool on your Manage Dashboard.
2. Either filter to find the subscription if you have already set it up or add a new row for a new alert of type Document Status Change.
3. Make sure that the correct Doc type is listed and that the alert is Active.  You can choose to check the EmailNotify option also, if you want alerts sent to you via email.
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Important Note:

Alert Subscriptions are not retroactive: alert tracking is added to new documents based on the active subscriptions that exist when the document is created. This means that if you set everything up today, documents created prior to today will not trigger the alert.

KBA-01943; Last updated: August 17, 2026 at 9:49 am
Keywords:  alerts for status change