Subscriptions

Portal subscriptions allow site users to receive email notifications alerting them to changes on the portals. This product is not a part of the standard portal setup, but can be added upon request.

Instructions for All Users

Users can subscribe to one or more areas of a portal to receive an email notification when a content is added or updated.

  1. To access the settings, select My Subscriptions from the User Account Menu.
    Subscriptions Personal Settings
  2. All current subscriptions are listed under Subscribed Areas.  Site Administrators can manage user's subscriptions, so there may already be areas listed.
    1. To add new subscriptions, click +Subscribe to a section.  From the Add Subscriptions form, choose Subscribe to Entire Site, or Search for and add specific folders to the list of subscribed areas.
      Subscriptions - Add New
    2. To unsubscribe from one or more areas, click on the Remove button next to each item listed.
  3. Update the Notification Frequency preference under Subscription Settings.  The options include:  Instant, Daily, Weekly, and Monthly. 
    • For the "Instant" option, an email notification will be sent to the subscriber as soon as a change is made.
    • For all other options, a summary of all the changes made since the last notification will be sent.

Content of the Email Notifications

The email notification includes the Title, Link, and Modified Date for each item that has changed.  It includes a link to the user's My Subscriptions page to unsubscribe or change the user settings.  If users are subscribed to folders that contain restricted content, they will not be notified about changes to the restricted items unless they have permission to access those items.  If the subscription frequency is set to weekly, the notification will be sent at 2:00am EST on Monday.  If the subscription frequency is set to monthly, the notification will be sent out on the first day of the month.  

Instructions for Site Administrators

Site Administrators can edit user subscriptions and set the default email frequency for all notifications.  Users can override these settings later, but when setting up a new portal, it can useful to set up the users' initial subscriptions. 

Subscription settings are located in the Add-on Configuration section of Setup.  If they are not visible, please contact IMS to have them added to a portal.

Change the default notification frequency:

  1. Go to Manage Subscription Settings.  The options are Instant, Daily, Weekly, and Monthly.  The date of the last notification email sent by frequency is also displayed on this page.
    Subscriptions Manage Frequency
  2. If changing the setting after some users have already subscribed, this will not override their preferences.  It will only set the default frequency for future subscribers.

Add or edit the user subscriptions:

  1. Go to Manage Subscribers.
    Subscriptions Manage Subscribers
  2. Click + Add Subscriptions for multiple members to apply the same subscriptions settings to multiple users. 
    1. Users can be subscribed to the entire site, or to specific folders.
    2. The notification frequency will be set to the site default for all users.
  3. To edit an individual user's subscriptions, click the + Add subscriptions button next to the member's name. 
    1. The User can be subscribed to the entire site, or to specific folders.
    2. The notification frequency is preset to the site default.  To change it, click the edit button next to the frequency setting in the subscriptions table.
  4. To remove subscriptions for a user, click the Unsubscribe (-) button next to each folder(s) listed for the user.