This custom process sends out a notification when a client has uploaded a document to their New Collaborate Upload Folder. Refer to Sharing the Share Folder and Upload Folder with Clients
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
Note: This automation is designed to run each time an individual document is uploaded. Depending on the frequency of uploads, you may wish to change the Schedule to run less often, or create a Microsoft Outlook rule to filter Notification Emails.
Importing this Custom Automation
Click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
When you have downloaded the file you can import the Custom Process. Refer to Importing Custom Processes and Importing Custom Processes using Drag and Drop.
Creating the Custom Process
The following sections detail how to create this Custom Process directly, without using the Import feature.
- Create the Documents List View that will Trigger the Process
- Add the Custom Process
- Add the Step for the Summary Notification
- Set the Status of the Process to "Active"
- Testing and Running the Process
- When the Notification is triggered
Create the Documents List View that will Trigger the Process
This process needs a Documents view to be set up that will be used to trigger the Custom Process.
Refer to
Adding/Removing/Moving Columns in the Documents Lists
Sorting and Filtering Documents Lists
Saving Changes to the View Layout, Modifying and Deleting Views.
For this example:
- Include the column Source in the view.
- Filter the Source column to show only documents with Source set to "Client Upload".
- Include the Workflow column in the view.
- Filter the Workflow column to show only documents with a Workflow status of "Not Started"
Save the View, for example, as Client Upload.
Add the Custom Process
The following is the Custom Process.
- The Name has been set as "Client Upload Notification". This is included in the Notification in FYI and, depending on the user's settings, in the email notification.
- If required, add any additional description of the Process in the Description.
- The Trigger in the Process is set as "Schedule".
- The Schedule has been set as "Every 2 hours" to run the process every 2 hours and the Start Date has been set.
Note: This automation is designed to run each time an individual document is uploaded. Depending on the frequency of uploads, you may wish to change the Schedule to run less often, or create a Microsoft Outlook rule to filter Notification Emails. - The Filter Type is set as "Documents - View Filter".
- The View is selected as the view that was created "Client Upload".
- As no documents are created by the process, Inherit Job is unchecked.
- When sending notifications that a client has uploaded a document, only one notification needs to be sent. So for this process, you would checkmark Run Only Once Per Document.
Add the Step for the Summary Notification
The following shows the Step for the Summary Notification.
For Notify User, this has been set to select the relative Client Manager. This can be changed to another role or a specific user by selecting the relevant Merge Field. Refer to Including Merge Fields in Automations.
If required, add a Custom Message that displays below the link in the notification and in the notification email.
Set the Status of the Process to "Active"
When you are ready, set the Status of the process to "Active".
Testing and Running the Process
When setting up a Custom Process, it is very important to test it to ensure it is working as expected. Refer to Testing Custom Processes.
When the Notification is triggered
When the process is triggered (either via a Comment or Summary Notification) the recipient receives the notification.
- Where the notification is sent via a Comment, clicking the link in the notification opens the drawer of the document that the client uploaded.
- Where the Summary Notification is used, clicking the link in the notification opens the Client Uploads view.
The Client Upload view will grow as clients upload documents. When reviewing an uploaded document, team members should update the Workflow Status to "In Progress" to acknowledge they have reviewed it and to remove the document from the Client Uploads view. This can be done for the individual document or using Bulk Update. The workflow change ensures that the Client Uploads view only shows uploaded documents that require action. This is especially important when notifying users with the Summary Notification.