Introduction
This guide explains how email notifications work in the Document Management System (DMS) of Easy8. You’ll learn how to enable or disable notifications on different levels and how these settings impact when emails are sent to project members.
Target Audience
- Administrator
Prerequisites
- DMS module must be active
- Email notifications must be enabled globally
How DMS Email Notifications Work
When Are Notifications Sent?
- When a document or folder is created, changed, or approved
- Recipients are project members with matching notification settings
- Notifications apply to both planned projects and projects in realization
Folder Notification Behavior
- If a folder has the notification flag enabled, all changes to documents within its sub-hierarchy will trigger email notifications
Ways to Enable/Disable DMS Notifications
1. Plugin Settings
- Go to Administration >> Plugins
- Locate Easy DMS and click Configure
- Set File default notifications to:
- Activated: Notifications are on by default for new directories
- Deactivated: Notifications are off by default
2. Project Settings
- Open a project and go to Settings >> Documents tab
- Under Notifications, choose:
- Default: Keep current behavior
- Activated: Always receive notifications
- Deactivated: Never receive notifications
3. Folder Level
- Each folder has a notification icon to enable or disable notifications
4. Document Level
- Each document also has its own notification icon for turning notifications on or off
5. User Profile Settings
- Go to the User Profile
- Set which notifications you want to receive
- You can also choose to be notified when a document is downloaded
6. Global Settings
- Go to Administration >> Settings >> Email notifications
- Review global options like:
- DMSF legacy notifications
- Approval workflow notifications
Conclusion
You now understand how email notifications work in Easy DMS and how to control them at different levels—from global and project settings down to individual folders and documents. Use this flexibility to ensure the right users are always informed.
