Set up Audit notification rules

To create a notification rule:

1. Select Notify from the Audit pull-down menu. That opens the Audit > Notify dialog. If you have not yet created any notification rules, this dialog will be completely empty.

2. Click Add in the dialog toolbar. That opens the Audit > Notify > Add dialog. Identify profile group(s) for documents subject to notification.

In the Audit > Notify > Add dialog:

3. Name the rule.

Enter a short, descriptive name in the Rule Name field.

4. Identify profile group(s) for documents subject to notification.

1. Now click Profile Group to open the Select Profile Group dialog.

2. In the Select Profile Group dialog, double-click the profile group to which you want the notification rule to apply, or select the group(s) and click Select in the toolbar.

Note:  If you select more than one profile group, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

5. Identify profile fields/codes for documents subject to notification. (optional)

Note:  Field selections are optional at this point. To identify documents by Doc ID and/or Description only, skip this step; go directly to Step 6 below.

1. Back in the Audit > Notify > Add dialog, click Profile Fields. That opens the Profile Group Field Filters dialog. Here you see the numbered profile fields available for the profile group(s) selected in Step 4. Field codes/values can be selected or entered here to further refine criteria for the notification rule. All fields except Profile Group are asterisk-filled as the dialog opens.

Note:  If more than one profile group was selected in Step 4, you would only see the fields that are shared by both (or all) profile groups chosen. If no fields are shared by the groups selected, there will be no additional selections to make in the Profile Group Field Filters dialog; the dialog is empty but for the Profile Group button and field.

2. In the Profile Group Field Filters dialog, select or enter field values as needed to further refine the notification rule (optional).

•       If you make no changes, that tells Worldox to include every document in the selected profile group(s) in the rule.

•       Or, click left-side field buttons to select or enter one or more items for any field used to further target the rule - in profile field table dialogs.

3. In each profile field table dialog, select a value, then click Select. Or, just type the code into the field to the right of the field button if you know it.

Example:  Here, the user has selected a  client in the Client field. If that’s the only selection made in this dialog, the notification rule would apply to all documents in the Client Files profile group, where Client = PHR Development.

4. Click OK when you are done identifying profile field values.

6. Specify document ID/name criteria. (optional)

Back in the Audit > Notify < Add dialog:

•       Enter a full document number in the Doc ID field, to target a specific document in the selected profile group(s).

•       OR, enter a full or partial document description in the Description field. You can use quotation marks to specify an exact line of text.

Examples:

•       Entering “Administrative Division” targets only files with that exact Description saved in the document profile.

•       Without quotation marks, typing that same phrase targets any documents containing both words typed in the Description profile field.

Note:  How text search works here depends on how Worldox Search Preferences are set. To check how search works at your site, select Preferences > Worldox from the Edit pull-down menu in the main Worldox window. Then, in the left-side pane of the Edit > Preferences  dialog, click Find Files Options. Check the Default Interword Boolean preference on the right-side list.

7. Identify users to be monitored via this notification rule.

1. An add/plus sign  button appears just to the left of the Users button. That means users selected here will be included in the notification rule. If you would rather exclude certain users - meaning that all others would be subject to the rule - click the remove button.

2. Click Users. That opens the Select User dialog (a standard dialog in Worldox).

3. In the Select User dialog, highlight (select) the users to whom you want the rule to apply (or who you want to exclude), then click Select in the toolbar.

Note:  If you select more than one user, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

8. Identify events to be monitored via this notification rule.

1. An add/plus sign  button appears just to the left of the Events button. That means events selected here will be included in the notification rule. If you would rather exclude certain events - meaning that all others would be subject to the rule - click the remove button.

2. Click Events. That opens the Events dialog, which lists all the events (file actions) Worldox tracks.  

3. In the  Events dialog, highlight (select) the events to which you want the rule to apply (or which you want to exclude), then click Select in the toolbar.

Note:  If you select more than one event, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

9. Identify recipient(s) for notifications.

The last step is to identify recipients to be notified when audited events take place with designated files. Back In the Audit > Notify > Add dialog, enter email addresses on the appropriate lines, or click buttons next to the To…, cc… or bcc… fields to select recipients from Outlook lists.

10. When the Audit > Notify > Add form is filled out to your satisfaction, click  OK. That saves the notification rule, which then lists in the left-side pane of the Audit > Notify dialog.