E-mails and reminders about documents
Several things can send you an e-mail about a document: its workflow, following it, comments, actions, Read & understood requests and date-based e-mails that Antenor sets up for a module. This page lists them all, so you can see why you got an e-mail, who decides it is sent, and where to read more. If you cannot tell where an e-mail came from, ask your user administrator.
Overview
Section titled “Overview”| Who gets it | When | Who sets it up | Read more | |
|---|---|---|---|---|
| Workflow e-mails | The receiver chosen for the next step; the author when the document is published, unless the author approved their own last step, that is, both sent and received it; the owner of the previous step when a step is rejected | When a document is sent, published or rejected | The module’s workflow, set up for your company | Workflow steps, statuses, receivers and notifications |
| “Document updated” | Everyone who follows the document | Each time the document is published, including new revisions | Each user, with the bell in the document’s button bar | Follow a document |
| Comment e-mails | Mentioned users, the other participants of a step, invited participants, topic recipients | On a comment, a mention, an invitation or a topic | Each module’s comment settings, set by your user administrator | Comment on a document and mention colleagues, Choose how comments notify people |
| External form | A person outside ABMS | When the document is sent externally; the link is valid for 14 days | The user who sends it, on steps your company has set up for it | Send a document to someone outside ABMS |
| Action e-mails | The responsible and the creator of an action, also an action created from a document | At each hand-over of the action | The person who creates the action | Action statuses, who holds an action, and e-mails |
| Action reminders | The person who holds an overdue or soon-due action | In the morning, at the interval chosen | Your user administrator, for the whole company | Set up action reminders |
| “A document is awaiting your accept” | Users asked to confirm that they have read a document | About two minutes after the request is sent | A user with the Edit right on the module’s row; the feature is turned on per module by your user administrator | Confirm that you have read a document |
| “Reminder: A document is awaiting your accept” | Users who have not yet confirmed a Read & understood request | In the morning, once a week, until they confirm or the request is cancelled or a new revision is published | Automatic for every open request | Follow up Read & understood confirmations |
| “Antenor BMS: One or more documents need your attention” | The people chosen for the module’s date-based e-mail | During the day, when documents match the conditions; repeated at a set number of days while they still match | Antenor | See below |
Read & understood e-mails
Section titled “Read & understood e-mails”- Invitation. Subject “A document is awaiting your accept”. It says “You have been asked to read and accept the contents of the following document:”, has a button with the document’s name that opens it, and includes the requester’s message if they wrote one. A notification under the bell and a row in Actions awaiting your input on your dashboard (if your company’s dashboard has this box) come at the same time.
- Reminder. Subject “Reminder: A document is awaiting your accept”. It says “Please comply with the request to read and accept the contents of the following document:” and links to the document. It comes once a week while the request is open. It stops when you confirm, when the request is cancelled, when a newer revision of the document is published, or when your user is deactivated.
- The person who asked you is not sent an e-mail when you confirm.
To stop the reminders, confirm the document; see Confirm that you have read a document.
Date-based e-mails for a module
Section titled “Date-based e-mails for a module”A module can have date-based e-mails that Antenor sets up for your company. Each one checks the module’s documents against conditions, for example:
- the document’s state: in progress or waiting at a given workflow step, or published;
- a date: a number of days before or after a date field in the document, or after it was created or last updated;
- the value of a field.
When documents match, the chosen people get one e-mail per date-based e-mail, with the subject “Antenor BMS: One or more documents need your attention”. It contains the message written for it, a table of the matching documents with Document, Module and a link to each, and your company’s name and logo. The people can be the document’s creator, the person currently working on it, its receiver, its final approver, the users in a user field of the document, or named users, and others can get a copy.
A document gets the e-mail once, and then again every so many days for as long as it still matches. Some e-mails are set to be sent only once. Archived documents are never included.
You cannot set up or change these e-mails yourself. If you get one you do not expect, or want one changed or stopped, ask your user administrator, who can contact Antenor.