When local copies are created from global documents, local teams can be notified when the global parent document is moving out of steady state.
Document Notifications for Based On Relationships
When configured, Vault sends notifications to PromoMats and MedComms document owners when a parent of one of their documents moves into a state with a configured entry action or by a configurable user action. For example, one of your promotional materials, Cholecap UK Campaign 2021, is the child document of Cholecap Campaign 2021, created via the Make a Copy action. Another user starts the SME and Final Executive Approval workflow on the original document. Vault notifies you that the document moved into a non-Steady state, so you may need to update your document once the global parent returns to a Steady state.
Configuring Document Notifications for Based On Relationships
To use this feature, Admins must add the Send Notification to Based On Documents entry action and/or user action to any applicable lifecycles and workflows.
Notification Message
To edit the notification Vault sends, navigate to Admin > Configuration > Document Messages, edit the message, and click Save.
User Actions
Unlike the entry action, users must manually perform the Send Notification to Based On Documents user action. You may configure both a user action and an entry action to ensure others are still notified if the user does not perform the user action.
Document Notifications for Created From Relationships
To notify document owners when a parent document is expiring, users can generate the Materials with Expiring Created From Documents standard report, which indicates which source material documents are linked to a target document that is set to expire soon, via the Created From relationship. For example, a local marketing team may need to update their materials based on global document updates. When configured, a flash report can be scheduled to notify the child document owners when the parent is set to expire.
Configuring the Materials with Expiring Created From Documents Report
Admins can configure the Materials with Expiring Created From Documents report and its underlying Report Types and Report Views by creating a custom copy of the standard report and adjusting the filters as desired. Admins can also schedule a flash report to send a notification to source document owners that links to the expiring target document.
Flash Report
To send notifications via flash report to child document owners when the parent document is set to expire, schedule the report with the desired frequency (daily, weekly or monthly), and select Send to users in Group By user field in the Email and Vault Notification Preferences drop-down.