Create Alerts for Other Users

There may be times when you need to keep your users apprised of changes in information, libraries or lists, pages or search results. Suppose there is an SOP document, a document that defines Standard Operating Procedure that specific users need to be up to date with. The best way to ensure that those users are kept aware of changes is to set up an alert that notifies them whenever the document changes. As a site manager, you can have the ability to set up and manage alerts for your organization.

You can also create alerts for lists and libraries to track changes, such as new items, modified items, etc. Additionally, you can set an alert on your search results that will notify you or your designated users when an item satisfying your search criteria changes or new items meet the search criteria.

To create a document alert:

  1. Access the library ribbon from the view page for the environment.
  2. Select the document for which you wish to create the alert.
  3. From the ribbon, select Set Alert from the Alert Me icon menu in the Share & Track group. The system presents the New Alert screen.
  4. Complete the following sections on the New Alert screen:
    • Alert Title – enter the title that you wish to be displayed in the subject on the notification e-mail.
    • Send Alerts To – specify the users, separated by semicolons, who should receive the notifications. By default, you will be listed since you are the current user.
    • Delivery Method – specify whether the notification should be sent by e-mail or text message. Text message will only be available if the environment was configured to support sending text messages.
    • Change Type – identify the types of changes you want to send alert for, including:
      • All changes,
      • New items are added,
      • Existing items are modified, or
      • Items are deleted.
    • Send Alerts for These Changes – identify the filter to be applied to the changes, including:
      • Anything changes,
      • Someone else changes a document,
      • Someone else change as document created by me, or
      • Someone else changes a document last modified by me.
    • When to Send Alerts – identify how frequently alerts should be sent, including:
      • Send notification immediately,
      • Send a daily summary, or
      • Send a weekly summary. Send a weekly summary allows you to specify when the summary should be sent.
  5. Click on the "OK" button to save the alert.