• Notify module/Worldox Audit functions compared
• Identifying files, users and events for notification
The Notify module in the Productivity Suite builds on the Audit feature in Worldox, which pre-dates the introduction of the Productivity Suite as an add-on to Worldox GX2. These two features are different in some ways, similar and even identical in others:
Audits in Worldox
• This is the baseline file history tracking feature in Worldox, also referred to as Audit Trails. When enabled, it automatically tracks all Worldox-managed documents, for a large range of possible events.
• For users, audit queries are essentially ways to search through file history - on demand, after the fact.
• Audits are accessed per selected document, or by using a search function. You can search by any combination of profile group, profile field codes/values, user and event items, even by individual Doc ID and/or full/partial document description.
• Audit search results can be printed; you can also create lists of and audit-referenced files and save them as Worldox projects.
The Notify module
• Notify provides additional features linked to the Worldox Audit function. For Worldox customers using the Productivity Suite, Notify becomes part of the Audit feature set, accessed via the same pull-down menu.
• Notify tracking is pro-active, targeting documents, users and events of interest in advance.
• Notify tracking produces real-time alerts (notifications) based on defined criteria (rules). This is similar in a way to the search function in Audit, but has a very different result. Where in audit searching results are requested (on-demand), in Notify they are generated automatically based on pre-defined settings.
• Notify rules work off the same list of events used by the Audit feature.
• You can search within the Notify module on-demand, in two ways:
• Search by notification rule. This type of search retrieves a list of all events which match criteria specified for the selected notification rule.
• There is also a more general search feature, which looks and operates exactly as the Audit search feature in Worldox. Use it to search for any combination of events, users, dates and other criteria, just as you can in Worldox Audit. The difference is that in the Notify module you cannot output search-referenced files as a Worldox project.
Notification is a process of identifying the documents you want to track, then declaring which actions - performed by which users - you want to trigger automatic notifications.
Each set of instructions is called a notification rule, and includes the recipients to be notified when tracked actions are taken with target files. Creating notification rules is done in the Audit > Notify > Add dialog. The Audit > Notify dialog is where you manage those rules
Identifying files subject to notification
This can be done specifically - identifying individual files by Doc ID - or in a more general way, by targeting all files sharing certain profile field identifiers.
Identifying users and events
You have equal latitude here, with the ability to target individual or multiple users and events for notification. This targeting can be done on an inclusive basis (by selecting users and events to include in the rule), or via exclusion, meaning you select the users and events you don't wish to be subject to notification, which in effect includes all other users and events in the rule.
Events subject to notification
The Notify module works off the same list of audited events used for standard Worldox Audit features. These events can be tracked either via audit queries or as part of defining notification rules.