Managing Email Notifications

Users can configure their email notification preferences to receive updates about changes to Resource Collections they have access to. Notifications can be delivered as daily digests, weekly digests, or disabled entirely based on individual preferences.

Requirements

All users with access to Resource Collections can configure their own email notification preferences. No special permissions are required.

Configuring Email Notification Preferences

1. Click on your user avatar in the top right corner of the screen.
2. Select My Settings.
3. Click the Email Notifications tab.
4. Locate the Resource Collections section in the list of notification options.
5. Click the arrow to expand the Resource Collections notification settings.
6. A search bar will appear. You can search for specific Resource Collections by name if needed.
7. For each Resource Collection, select your preferred notification frequency from the dropdown:
   • Daily: Receive a daily digest email summarizing all changes to the Resource Collection that occurred in the past day
   • Weekly: Receive a weekly digest email summarizing all changes to the Resource Collection that occurred in the past week
   • Never: Do not receive any email notifications about changes to this Resource Collection
8. Repeat for each Resource Collection you have access to.
9. Changes are saved automatically.

Types of Notifications

Resource Collection notifications inform users about the following types of changes:

New asset added: Notifications are sent when a new document, post, or course is added to the Resource Collection. The notification is based on the creation date of the asset within the Resource Collection.

Asset post updated: Notifications are sent when an article post asset is updated. The notification is based on the publishing date of the latest version of the post.

Asset new document version uploaded: Notifications are sent when a new version of a document asset is uploaded. The notification is based on the modified date of the latest uploaded version.

Asset course content updated: Notifications are sent when new course content or quizzes are added to a course asset. The system tracks and notifies only when new content is added, not when existing course content or quizzes are edited.

Understanding Notification Frequency

Daily Digest

Users who select Daily notifications will receive one consolidated email per day (typically sent in the morning) that summarizes all changes to the Resource Collection from the previous 24-hour period. If no changes occurred, no email is sent.

Weekly Digest

Users who select Weekly notifications will receive one consolidated email per week (typically sent on Monday morning) that summarizes all changes to the Resource Collection from the previous 7 days. If no changes occurred, no email is sent.

Never

Users who select Never will not receive any email notifications about changes to the Resource Collection, regardless of what updates occur.

Best Practices and Recommendations

Configure notifications based on relevance. Set daily notifications for Resource Collections you use frequently or that contain time-sensitive information. Use weekly notifications for Resource Collections you reference occasionally, and disable notifications for collections you rarely access.

Review notification settings periodically as your role or responsibilities change. Resource Collections that were once critical may become less relevant over time.

Start with weekly notifications if you're unsure which frequency is appropriate. You can always adjust to daily or never based on the volume and relevance of updates.

Use Never selectively rather than disabling all notifications. Even infrequently used Resource Collections may contain important updates worth knowing about.

Check notification settings after being assigned to new Resource Collections to ensure you're receiving updates at an appropriate frequency.

Coordinate with your team on notification preferences to ensure someone is monitoring important Resource Collections, even if not everyone needs daily updates.

Be aware that notifications are opt-in by default. When you gain access to a new Resource Collection, you may need to configure your notification preferences - they may not be automatically set.

Troubleshooting Tips

Not receiving notifications: Verify that your notification preference is set to Daily or Weekly, not Never. Check your email spam/junk folder to ensure notification emails aren't being filtered. Confirm that your email address is correct in your user profile under Personal Information.

Receiving too many notifications: Change your notification frequency from Daily to Weekly, or from Weekly to Never for Resource Collections that aren't relevant to your current work.

Missing notifications for specific Resource Collections: Expand the Resource Collections section in Email Notifications settings and verify you haven't accidentally set that collection to Never.

Notifications for removed assets: This is expected behavior in digest emails. The digest covers all changes during the time period, including asset additions, updates, and removals.

Duplicate notifications: Check if you're assigned to multiple user groups that have access to the same Resource Collection. You should only receive one notification per Resource Collection regardless of how many ways you have access.

Notification timing seems off: Daily and weekly digests are sent at scheduled times (typically morning). Individual changes aren't sent in real-time. If you need immediate awareness of changes, check Resource Collections directly rather than relying on email notifications.

Cannot find notification settings: Ensure you're logged in and accessing My Settings from your user avatar menu. The Email Notifications tab should be visible to all users.

Notification preferences not saving: Try refreshing the page and checking if your selections persisted. If the issue continues, clear your browser cache or try a different browser. Contact your administrator if the problem persists.

Jump to Resource Collection Checklist

<< Managing Resource Collection Galleries