What are Field Notifications in GLOBODOX V14?
Field Notifications are email reminders for documents that trigger on a specific date, for e.g. when a document is expiring or is up for renewal. Let’s say you want to know which of your agreements are due for renewal in the next 30 days. One option to do so is by manually going to the folder or document type containing agreements and checking their due dates. But repeating this process for hundreds of agreements can be taxing, even for the most experienced document managers. This is where Field Notification comes into the picture.
Let’s assume all your agreements have different due dates. Some of the agreements might be up for renewal every six months while some might be up for renewal once every year. Field Notification allows you to configure GLOBODOX to tell you which documents are due within a specified period. You simply have to set the notification period & tell GLOBODOX which document or stack type to look into.
Once you have configured GLOBODOX, you will receive emails every day, with a list of all the agreements that are due within the specified period. You can further choose to renew or archive the agreements based on your needs.
Note: Business agreements need to be stored for a minimum of 7 years and are required during tax audits.
How Long Should You Keep Business Records?
How to configure & use Field Notification in GLOBODOX?
Field Notifications allow you to get email reminders for documents that are due on a particular date (for a Document or Stack Type). This can be done by specifying the DB Name, Entity Name, Field Name, Date Range and email ID in a config file in the /Program Data/ITAZ folder.
Let’s take the above example once again. Let’s say you have a Document Type ‘Agreements’ with multiple agreements and you want to know which agreements have a due date falling within the next 30 days.
To set this up, you will need to insert the following in the config file…
“field_name”: “Agreement Due Date”,
“globdoox_users_to_notify”: “superadmin, john”,
In the above example, the name of the database in which the documents are stored is ‘Main DB’ and the entity_name or name of the document type is Agreements. The field_name or the name of the field for which you want a reminder is ‘Agreement Due Date’ and notification_period_in_days is 30 days. Lastly, the email_addresses_to_notify or the email ID that will receive the notifications is email@example.com.
Now every day, GLOBODOX will search the document type ‘Agreements’ for values under the field name ‘Agreement Due Date’ & send an email to firstname.lastname@example.org with a list of every agreement with a due date falling within the next 30-day period. GLOBODOX also has the option of adding multiple email IDs in the config file by separating them with a comma (,)
This feature eliminates the need for document managers to constantly keep reviewing upcoming due dates & deadlines, and makes it easier for them to stay on top of document processes like invoice payments, rent payments, bill payments, agreement renewals & more.
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