Document Management Software Help : Docsvault

Alerts

Alerts

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Alerts

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Alerts Notification
 

Docsvault has a powerful built in Alerts Notification System. The alerts engine can perform several different tasks throughout the Docsvault system.

 

The alerts notification system allows Administrators to:

oset administrative email alerts for server status that can be sent to multiple email addresses

oautomatically email new or reset passwords to Docsvault users

obroadcast any system downtime or system usage tips, conventions or changes to all Docsvault users in one shot

The alerts notification system allows Users to:

oset their own email notifications of selected activities on any file or folder that is important to them

oget update alerts for changes to tasks and work routes they are involved in

oquickly email any document as an attachment from right within Docsvault using the Quick Email feature without going through their default email program

This system ensures that both the users and the Docsvault administrator can stay informed about changes happening to documents or tasks that are important to them.

 

This section covers the procedure to configure and set the email alerts system.

 

Email Setup

 

The first step you need to take to start using the alerts system is to configure outbound (SMTP) email server. Docsvault can use any standard SMTP server that you have access to. Follow the steps below to set up your outbound email route. All emails are queued and sent from the server side. Make sure that your computer is connected to the Internet.

 

Select Alerts > Email Setup option in the Docsvault Server Manager

Click on the Edit button to enter the details

Enter the From name and email address that you wish to appear in e-mail messages sent out from this system. Make sure to use a email format like dvAmin@myCompany.com.

In the Outgoing mail server box, type the full name of the SMTP mail server provided by your ISP or mail administrator. Often this is in the form of 'mail.yourdomain.com' or 'smtp.yourdomain.com'. For example, mail.myCompany.com.

In Port No. box, enter SMTP port number. The default value is 25. However, some ISPs block this port. If this is the case for you, use the alternate port number 587.  

In Account Name, enter the name that you wish to display while sending out emails.

In Account Email & Password, type the complete e-mail address and password to authenticate SMTP Outgoing mail server. Make sure to include your user name, the @ symbol, and the domain name, for example, john.doe@myCompany.com.
 
Note: The Emails send via Docsvault system would display SMTP email address in 'From' field of the message (as configured for outbound email setting in Docsvault) on behalf of the actual user email. The reason for this is email authentication and avoiding the risk of ending up legitimate email in someone's spam folder.
 
For example: If you send an email from jane@myCompany.com, Docsvault will authenticate your email with john.doe@myCompany.com

 
This means some email clients will then display your smtp email address — such as john.doe@myCompany.com  — as extra sender details in the "From" field, as shown in the example below:

 

onbehalf-email

 

Click Send Test Mail button to verify that your settings are working by confirming that you get a test email to the email address specified for this test

Select SSL encrypted connection check box for secure encrypted connections if your ISP supports this feature and you wish to use it

Click on the Save button to save the details.

Email_Settings

Email Setup

 

The sender of outbound emails can be anyone. Docsvault would be using the

 

Email Alerts

This node will allow you to enable and configure the email alert system.

 

Email_Alerts_Setup

Email Alerts

 

Select Enable Email Alerts checkbox to enable the email alerts system

Set the frequency at which the alert system should check for new emails queued and waiting to be sent out

In Client Side Alerts, select the checkbox to allow the user to send quick emails and to set email alerts on document and folder for the events such as:  View, Import or Scan, Copy, Export, Check Outs,Check Ins, Audit Settings Change, Profile or Index values change, Security Change, Deletes, Restore from Recycle Bin, Overwrite, etc.

In Server Side Alerts, enter the email addresses that will receive email alerts for the following events occurred on the server side:

Schedule Backup Status: select this checkbox to monitor this event and send the email alert to the above mentioned email address when backup is triggered

On failure only: select this checkbox if you want to receive an alert email only if the backup fails

When any vital services is unavailable: select this checkbox if you want to be notified by email on failure of important Docsvault services such as Docsvault OCR service, Docsvault Server service and Database service

Select the checkbox next to When any user exports... and specify the number of document in the text box to set an email alert when any user tries to export more than specified number of document at a time.

 

Broadcast message to all Docsvault users

Broadcast e-mails are an effective way to communicate with Docsvault users in your organization. Docsvault allows you to send bulk e-mails to Docsvault users. For instance, you can send update notification e-mails to everyone making them aware of new or changed content, system downtime or system usage tips.

 

Email Failure Log: This log provides a checklist for troubleshooting possible causes for email failure send through Docsvault system.