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Notifications: Can you include comments from Metacard data.

LeaJoan
Hi All,

My company uses M-Files for all of our document control and whenever a version of a document is changed we write a comment on the metacard data to say what has been changed on the document. So each version number should match the comments number.

We also have notifications set up so whenever a document is added or amended etc. it is emailed out to everyone with a link, who made the change and document ID. This works well, but we have been trying to think of a quicker way of communicating changes as not everyone will open the hyperlink in the email to check what amends have been made.

With that in mind does anyone know if/how we can set it up so that whatever is written in the comments section of the metacard data is sent out in the notification email?

Any help is appreciated.

Thanks,

Lea
  • Former Member
    Former Member
    I cann't answer to your question, but I do it this way: we have a field "What changed" in metadata card. So, we include this field in notifications. We use workflow to force users to fill this field: Draft -> Approval -> Approved. When a user changes state to Draft, the field "What changed" is emptied. When the state is changed to Approval, he field is checked not to be empty.
  • You can personalize the notification templates, instructions in the user guide: www.m-files.com/.../

    If you are using the built-in M-Files comments you would add placeholder %PROPERTY_33% to the template (33 is the ID of the built-in comment property). Note that comments are version-specific so I think the comment will be included in the notification mail only if it is saved together with the document changes (ie. they are both in the same document version). You will have to test how this works in your environment.
  • Hi Vineta & Joonas,

    Thank you both for your replies. I have been reading the user manual a lot and have found the parts you have spoken about so thank you for your help.

    I've passed it onto the IT team as unfortunately I am not allowed admin facility. Hopefully they will activate one of the options you have suggested.

    Thanks so much :)

    Lea
  • Former Member
    Former Member
    Hi All,

    Can anyone point me (onbehalf of LeaJones) as to where we insert the %property_33% in the template? We are attempting to email the comments out on the email notification but nothing is being extracted and showing on the emails?

    We assumed it was as simple as just inserting the property (%property_33%) into the of the template?

    Or do we have to create something else to pull the comments out and then attach that to a workflow?

    Thanks
  • The server-level notification templates are stored in C:\Program Files\M-Files\\Server\notification_templates.txt (see the user guide linked above for vault-level / notification rule specific template changes)

    If you want to add the comments to the object changed notification, locate the ***** Object changed ***** section in the template file and add something like the following to the template (before the second <<

    [tt]:

    :Comment:

    :%PROPERTY_33%
    :
    [/tt]

    Save changes and restart the MFServer instance to activate the changes.
  • Former Member
    Former Member
    Hi Joonas,

    Just wanted to say - THANK YOU! That has helped us to get off the ground with other developments, simple but so effective. Brilliant stuff!

    Hopefully this helps others somewhere.

    Regards,

    Techy
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