Document management notifications eliminate the "did you see the updated file?" messages that clutter your team's inbox. infoRouter sends automatic email alerts when documents change, tasks are due, approvals are needed, or deadlines are missed. Your team stays informed without anyone chasing anyone. Subscribe to a document or folder once, and updates come to you.
Key Takeaways
- Document notifications and reporting in infoRouter send automatic email alerts when documents change, tasks are due, approvals are needed, or deadlines are missed.
- Users can subscribe to individual documents or entire folders for document notifications and reporting on new versions, property updates, check-outs, approvals, comments, and deletions.
- Consolidated daily reports summarize all document notifications and reporting activity across subscriptions in a single email, reducing alert fatigue.
- Document notifications and reporting are permission-aware, respecting the access controls configured on each document and folder.
The Problem: Nobody Knows What Changed Until It Is Too Late
A proposal gets updated, but the reviewer does not know. An invoice sits waiting for approval because the approver never saw it arrive. A compliance document expires, and nobody notices until the auditor does.
The issue is not that people ignore updates. It is that most document storage systems do not tell anyone when something changes. Without notifications, your team relies on memory, manual check-ins, and follow-up emails. All of these fail at scale.
How infoRouter Notifications Work
Document Subscriptions
Subscribe to any document, and infoRouter sends you an email alert when specific events occur:
- New versions. When someone checks in an updated version.
- Property updates. When metadata or document properties change.
- Check-out / check-in. When someone starts or finishes editing.
- Approvals and rejections. When a document moves through a review workflow.
- Comments. When someone adds a note to the document.
- Moves and deletions. When a document is relocated or removed.
Folder Subscriptions
Subscribe to a folder, and you are notified when:
- New documents are added to the folder
- Any document within the folder is edited or updated
- Documents are moved into or out of the folder
This is how project managers and team leads track activity across an entire project workspace without opening the folder to check.
Consolidated Daily Reports
Not every update needs an immediate alert. infoRouter offers daily consolidated reports that summarize all activity across your subscriptions in a single email. Choose between real-time alerts for urgent items and daily digests for general awareness. You can also use both.
On-Screen Notifications
In addition to email, infoRouter displays real-time on-screen notifications within the application. Users see updates as they happen, without switching to their inbox.
Task Notifications
When a task is assigned through a workflow, an approval request, or a manual assignment, the responsible user receives an immediate notification. Overdue tasks trigger additional alerts, so nothing sits unattended past its deadline.
Customization Options
- Email format. Text or HTML, based on user preference.
- Language. Multi-language email notifications based on each user's profile settings.
- Subscription management. Users manage all their subscriptions from the "My Subscriptions" section.
- Permission-aware. Notifications are only sent to users who have access to the document or folder in question.
Proven Since 1998
For compliance-driven organizations, notifications provide an additional layer of accountability. Every change triggers a record and an alert to the right people.
We have been solving document communication problems since 1998. The notification scenarios your team needs are ones we built years ago.
Frequently Asked Questions
- Can I subscribe to an entire folder instead of individual documents?
- Yes. Folder subscriptions notify you when new documents are added, any document within the folder is edited or updated, or documents are moved into or out of the folder.
- Will I get overwhelmed with notification emails?
- No. You can choose between real-time alerts for urgent items and consolidated daily reports that summarize all activity across your subscriptions in a single email. You can also use both.
- Are notifications sent for documents I don't have permission to access?
- No. Notifications are permission-aware. They are only sent to users who have access to the document or folder in question.
- What events can trigger a notification?
- Notifications can be triggered by new versions, property updates, check-out and check-in events, approvals and rejections, comments, moves, deletions, task assignments, and overdue task deadlines.
- Are notifications available in languages other than English?
- Yes. infoRouter supports multi-language email notifications based on each user's profile settings.
See It in Action
Schedule a demo to see document subscriptions, folder alerts, task notifications, and daily reports working with your team's workflow.