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Alfresco Content Accelerator – Document Notification Distribution Lists

You are here: Home / Alfresco / Alfresco Content Accelerator – Document Notification Distribution Lists

August 13, 2020

Policy and Procedure users will now have access to Distribution Lists in Alfresco Content Accelerator.  Distribution Lists allows users to receive automatic notifications when a document or a case folder reaches a specific status or lifecycle state. This post will explore how the Alfresco Content Accelerator uses Distributions to make end users more efficient.

Why are Distributions Lists Needed?

A typical content management application stores hundreds of thousands and even millions or billions of files. A single user is typically only interested in a small subset of these documents and needs a way to monitor when these documents are updated, released or obsoleted.  The distribution functionality allows a user to be automatically notified when a document reaches a specific status or lifecycle state. Two examples are:

  • HR Policies – When a Corporate Policy changing how employees take personal time off (PTO) is released all employees should receive a notification.
  • Manufacturing – A new Assembly procedure document was made effective today. Key users on that assembly line trained on the procedure a month ago, but a follow up notification is required to remind them to start using that new Assembly procedure today.
  • Insurance Claim – A user may want to receive an automatic notification when the status on the claim was changed to “Closed.”
  • Health Care – Once all pertinent forms and documentation are received, a notification needs to be sent that the patient intake is complete

How Distribution Lists Work

In the short video below you will see how:

  1. Distribution groups and users are added to a document by an author or business admin
  2. The triggering of the notification message when the document reaches a specific status/lifecycle state

Look for an upcoming enchantments that will add in Subscription (self-service) notifications as well as expand current distribution functionality for “case” scenarios allowing users to receive a notification message if a document is added or updated in a specified case folder.

Filed Under: Alfresco, Alfresco Content Accelerator, Policy and Procedures, Uncategorized

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