KB User's Guide - SitePref Tab - Notification Settings

You must have full user permissions for your space to perform these steps.

The Notification link in the SitePref tab allows you to control who receives feedback on your site's documents. To access, click on the Notifications link on the left navigation bar.

Email Addresses:

The Email Addresses section allows you to specify your Group notification email address(es) where user feedback will be sent. It also allows you to specify a Notification/ reminder From email for your outgoing review reminder and expiration notification emails. If no address is provided, knowledge-base@lists.wisc.edu will be used.

The Group notification email address(es) can contain a comma delimited list of addresses if you would like multiple people or groups to receive any feedback sent about a KB document.

The Notification / reminder From email can contain only a single email address. Please make sure this is a valid email address to ensure successful message delivery and replies from recipients.

Document Feedback:

The Document Feedback section contains an option to send user feedback to three possible recipient groups, any combination of which may be enabled:

  • Send user feedback to group contact email address(s): This will route feedback based on the "Group notification email" described above (if set) and/or the "Group contact address" shown on the "Group Spaces" page.

    If the email address(es) set as the "Group notification email" differs from address(es) set as the "Group contact address", both/all will be used.

  • Send user feedback to document owner email address: This will route feedback based on the email address of the individual document owner.

    If this is the only option checked, please ensure that all owners have valid email addresses set, and that document ownership is transferred when an owner leaves your group.

  • Send user feedback to topic-based contact email address(es): This will route feedback based on the "Contact email" that has been set for topics associated with the document. This includes contact addresses set for parent topics, even if the document is only associated with one of its children (regardless of how many levels removed they are from the parent). If both the parent and child topic have contact addresses set, both addresses will be used.

    If this is the only option checked, please ensure that every document is associated with at least one topic, that those topics are enabled for the site(s) where it is published (i.e. internal vs external), and that every parent topic has a contact access set.

Email Listener:

Email Listener allows KB Administrators to integrate the KB with modern ITSM tools which have listeners. The email listener triggers a ticket to be instantly created within the ITSM ticketing system. This feature allows you to add a second button (next to the Comment button) in addition to making other customizations to the email notification.

This feature does NOT necessarily need to have the email address of an email listener. You may enter the email address of a group list (example: report accessibility issues to a specific group list). For more details, please refer to KB User's Guide - SitePref Tab - Notification Settings: Configure the Email Listener.

Documents In Review Reminder:

Documents In Review Reminder allows KB Administrators to remind authors via email that their documents are waiting to be reviewed within a specific amount of time, ranging from every 2 hours to every 30 days. The Reminder To email field allows KB Administrators to enter an email address, or multiple email addresses as long as they are comma delimited as well as change the message text that appears in the email. The Reminder Frequency allows you to specify the time interval between reminders

Monthly Document Review Reminder:

The Monthly Document Review Reminder section allows you to specify the age of unreviewed documents that are included in the monthly review reminder. This section also allows KB Administrators to change the message text that appears in the email along with the list of aging document(s). Review reminders are sent out to document owners on the first of each month.

Weekly Expiring Documents Notification:

Email notifications are sent weekly to inform document owners that documents are due to expire soon. The Weekly Expiring Documents Notification section contains an option to choose how many days advanced notice to give the document owner before a document expires. KB Administrators can choose to include documents expiring within 7, 14, 21, or 28 days.

This section also allows KB Administrators to change the message text that appears in the email along with the list of expiring document(s). Expiring documents notifications are sent out to document owners every Monday.

Daily Expired Documents Notification:

The Daily Expired Documents Notification section allows KB Administrators to change the message text that appears in the email along with the list of document(s) that have just expired. Expired documents notifications are sent out to document owners every day. The Group contact email is cc'd on these notifications.

Document Activation Notification:

The Document Activation Notification section notifies you that the document has been activated for your group space. The email notification will include 15 of the most recent changes from the document's Comments and Events.  KB Administrators may also change the message text that appears in the email. The email notification will include the document ID number, the Title of the document, a link to the activated document in the KB Admin Tools and finally, the name and email address of the person who made the most recent update..

Active Content Export Reminder:

The Active Content Export Reminder section allows KB Administrators to change the message text that appears in the email along with a reminder suggesting that the active KnowledgeBase content can be moved to a desktop computer for emergency use.

The reminder frequency threshold ranges from no notifications sent, to notifications sent once a week to sent every 52 weeks.

The email subject line for the above emails is not customizable. Here's what they look like:

  • "Knowledge Base Review Reminder (8 documents)"
  • "Knowledge Base Content Expiring (5 documents)"
  • "Knowledge Base Content Expired (1 document)"

See Also:




Keywords:sitepref notification email document feedback monthly Document Review Reminder Monthly Weekly Expiring Documents Notification Daily Expired Documents Expired Activation Notification KB link Active Content Export email listener ITSM review   Doc ID:6279
Owner:Teresa A.Group:KB User's Guide
Created:2007-07-29 19:00 CDTUpdated:2019-08-26 16:37 CDT
Sites:KB User's Guide
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