Notifications

Brightspot can send you a notification when certain events occur, such as when someone publishes an item. You can set notification preferences for general events or specific events. For example, you can receive notifications when any content type is published, or only when articles are published to one of your sites.

Overview of subscriptions

You use subscriptions to receive notifications for those events—such as when you are mentioned in a conversation—that matter to you. The following sections describe the most common subscriptions.

Subscriptions for conversation events

Every time an editor posts to a conversation, Brightspot checks if other editors are mentioned in the post. If so, Brightspot sends notifications to those other editors who have a conversation subscription.

../../../_images/notification-conversation.svg

Referring to the previous illustration—

  • Sam receives notification via his browser and email when he is mentioned in a conversation.
  • Sally receives notification via Slack and her browser when she is mentioned in a conversation.

See also:

Subscriptions for publish events

Every time an editor publishes an item, Brightspot sends corresponding notifications to those editors who are subscribed to the publish event. Because publishing events occur very frequently, you can design your subscription to focus on only those publish events that matter to you.

../../../_images/notification-publish.svg

Referring to the previous illustration—

  • Sam has two subscriptions:
    • Whenever anyone publishes any content type to any site, he receives a notification via his browser.
    • Whenever anyone publishes an article to any site, he receives a notification via email.
  • Sally also has two subscriptions:
    • Whenever anyone publishes an image to the site Inspire Confidence, she receives a notification via her browser.
    • Whenever anyone publishes a video to the site Inspire Innovation, she receives a notification via email.

Subscriptions for workflow events

Every time content transitions from one status to another in a workflow, Brightspot sends corresponding notifications to those editors who are subscribed to the workflow event. Because workflow events occur very frequently, you can design your subscription to focus on only those workflow events that matter to you. The following diagram illustrates how granular your workflow subscription rules can be. (The transitions in the diagram are based on the illustration Simple workflow.)

../../../_images/notification-workflow.svg

Referring to the previous diagram—

  • Sam has two subscriptions:
    • When any content for any site transitions through Submit or Resubmit in the Reporter workflow, Sam receives a notification via his browser.
    • When articles for any site transition through Submit or Resubmit in the Reporter workflow, Sam receives a notification via email.
  • Sally has two subscriptions:
    • When images for the site Inspire Confidence transition through Approve in the Proofreading workflow, Sally receives a notification via her browser.
    • When videos for the site Inspire Confidence transition through Approve in the Proofreading workflow, Sally receives a notification via email.

See also:

Prerequisites

This section describes how to configure the URLs that Brightspot sends in notifications, as well as defaults for email address and phone number.

Base URL for notifications

Some notifications include a hyperlink. For example, the illustration Notification sent by email shows two hyperlinks: one to view content in Brightspot, and one to view the corresponding published content. Brightspot creates both hyperlinks from a base URL and a path.

../../../_images/base-url.svg

Before Brightspot can send hyperlinks correctly, you need to configure the default base URL. For details, see Configuring base URLs.

Configuring email notifications

You can configure the “from” address in email notifications as well as the email’s body.

To configure email notifications:

  1. From the Navigation menu, select Admin > Sites & Settings.
  2. Under Sites, click Global. The Edit Global widget appears.
  3. Under Main, under Notifications, under Email Settings, do the following:
    • In the Default From Email field, enter the email address that appears as the sender of email notifications.
    • Under Message Formatters, select the message formatter Brightspot uses to generate the email’s body.
  4. Click Save.

Configuring text-message notifications

You can configure the “from” phone number in text messages as well as the text message’s body.

To configure text-message notifications:

  1. From the Navigation menu, select Admin > Sites & Settings.
  2. Under Sites, click Global. The Edit Global widget appears.
  3. Under Main, under Notifications, under SMS Settings, do the following:
    • In the Default From Phone Number field, enter a phone number that appears as the sender of text notifications.
    • Under Message Formatters, select the message formatter Brightspot uses to generate the text message’s body.
  4. Click Save.

Configuring Slack notifications

You can configure the webhooks and message formatter Brightspot uses to send notifications over Slack.

To configure Slack notifications:

  1. From the Navigation menu, select Admin > Sites & Settings.

  2. Under Sites, click Global. The Edit Global widget appears.

  3. Under Main, under Notifications, under Slack Settings, do the following:

    1. Under Webhooks, click add_circle_outline.

    2. In the selection field, click Create New. A content edit page appears.

    3. Set the fields with values from your Slack workspace.

      ../../../_images/webhook-content-form.png
    4. Click Save, then click Back. You return to the Edit Global widget.

    5. Under Webhooks, select the webhook you created.

    6. Under Message Formatters, select the message formatter Brightspot uses to generate the Slack messages.

  4. Click Save.

Setting your default email address and phone number

When you configure a default destination email address and phone number, Brightspot can use them for all of your subscriptions. You can also override the default email and phone number for individual subscriptions.

For details about setting your default email address and phone number, see Configuring your profile.

Delivery options

A delivery option is the method by which you receive a notification from Brightspot. The following sections describe the most common delivery options; your version of Brightspot may have different delivery options.

Browser notifications

When you sign up for this delivery option, your web browser displays a notification, similar to notifications from Gmail. The following is an example of a browser delivery option for Safari.

../../../_images/browser-delivery-option.png

To configure the browser delivery option:

  1. Access delivery options by doing one of the following:

    To… Your role must be an… Access delivery options…
    Configure the delivery option for yourself Editor
    1. In the header, click your username, then click Profile. The Profile widget appears.
    Configure the delivery option for a user Administrator
    1. From the Navigation Menu, click Users & Roles.
    2. Select the user for which you want to configure the delivery option.
  2. Toward the right of the widget, select more_horiz > Notifications. A widget appears.

  3. Under Delivery Options, click add_circle_outline and select Browser.

  4. If a message appears that browser notifications are blocked, allow notifications from Brightspot. Use one of the resources in the table Resources for enabling browser notifications.

    ../../../_images/browser-delivery-configuration.png
  5. Click Save.

When you select your browser as a delivery option, you need to ensure your browser and device’s operating system allow notifications. The following table provides links to resources that explain how to enable notifications on a variety of browsers and platforms.

Resources for enabling browser notifications
Platform Resource
Operating Systems
OS X Use Notifications on your Mac
Windows 10 Get notifications you want
Chromebook Turn notifications on or off (Chromebook)
Android How To Enable Or Disable App Icon Badges On Android
iOS Use notifications on your iPhone, iPad, and iPod touch
Browsers
Chrome Turn notifications on or off (Chrome)
Firefox
Safari Customize website notifications in Safari on Mac

Email notifications

When you sign up for the email delivery option, Brightspot sends you an email similar to the following:

../../../_images/custom-email.png

Notification sent by email

Contact your Brightspot representative to customize the email’s wording and appearance for your organization’s needs.

To configure the email delivery option:

  1. Access delivery options by doing one of the following:

    To… Your role must be an… Access delivery options…
    Configure the delivery option for yourself Editor
    1. In the header, click your username, then click Profile. The Profile widget appears.
    Configure the delivery option for a user Administrator
    1. From the Navigation Menu, click Users & Roles.
    2. Select the user for which you want to configure the delivery option.
  2. Toward the right of the widget, select more_horiz > Notifications. A widget appears.

  3. Under Delivery Options, click add_circle_outline and select Email. A form appears with your login email address.

    ../../../_images/email-pre-unconfirmed.png
  4. If necessary, modify the email address. (You can change the default email address; for details, see Configuring your profile.)

  5. Repeat steps 2–3 to add additional email addresses for notifications.

  6. Click Save.

  7. Re-open the delivery options as described in step 1.

  8. Check for a message that the delivery option needs to be verified.

    ../../../_images/email-unconfirmed.png
  9. Click Click here to confirm. Brightspot sends a confirmation message to your email addresses.

  10. In your email application, check for a message from Brightspot and click on the confirmation link.

Slack notifications

When you sign up for the Slack delivery option, Brightspot sends you an Slack messages similar to the following:

../../../_images/slack-delivery-option.png

Contact your Brightspot representative to customize the message’s wording and appearance for your organization’s needs.

To configure the Slack delivery option:

  1. Access delivery options by doing one of the following:

    To… Your role must be an… Access delivery options…
    Configure the delivery option for yourself Editor
    1. In the header, click your username, then click Profile. The Profile widget appears.
    Configure the delivery option for a user Administrator
    1. From the Navigation Menu, click Users & Roles.
    2. Select the user for which you want to configure the delivery option.
  2. Toward the right of the widget, select more_horiz > Notifications. A widget appears.

  3. Under Delivery Options, click add_circle_outline and select Slack. A form appears.

  4. In the Team selection field, select an existing team.

  5. In the Username or Channel field, enter the Slack username or channel to which you want messages to be sent.

  6. Click Save.

Subscriptions

A subscription sends notifications using a specified delivery option when a specified event occurs. For examples of the different types of subscriptions and events you can configure, see Overview of subscriptions.

The following procedure describes how to configure a subscription for a publication event. The procedure for conversation and workflow events is similar.

To configure a subscription for a publication event:

  1. Access subscriptions by doing one of the following:

    To… Access subscriptions…
    Configure a subscription for yourself
    1. In the header, click your username, then click Profile. The Profile widget appears.
    2. Toward the right of the widget, select more_horiz > Notifications. A widget appears.
    3. Expand Subscriptions.
    Configure system-level subscriptions
    1. From the Navigation Menu, click Sites & Settings.
    2. Click Global. The Edit Global widget appears.
    3. Under Main, expand Notifications.
    4. Under System Notifications, click add_circle_outline. A form appears.
    5. Expand Subscriptions.
  2. Under Subscriptions, click add_circle_outline, and select Publish Subscription. A form appears.

    ../../../_images/publish-subscription.png
  3. From the Delivery Options list, select one or more of the available delivery options. (For an explanation about configuring delivery options, see Delivery options.)

  4. From the Content Filters list, select one of the following:

    • Sites & Types—Configures a subscription for a combination of content types and sites. When an editor publishes the selected content type to the selected site, you receive a notification.

      ../../../_images/sites-and-types.png

      Content filter for publish event

      Referring to the previous illustration, when an editor publishes an article or gallery to the site Inspire Confidence, Brightspot sends a notification.

    • Watching—Configures a subscription to send notifications when an editor is watching the published item. For information about setting up watches, see Adding watchers to an item.

    • Match All—Configures a combination of content types, sites, and watching for which all must be true for Brightspot to send a notification. For an explanation of Match All, see Conditions for sending notifications.

  5. Repeat steps 2–4 to add additional publish subscriptions.

  6. Click Save.

See also:

Shared subscriptions

You can create shared subscriptions that other editors or administrators can use. If you have a subscription with a complicated content filter, consider making it shared so that other users can use it as well.

To create a shared subscription:

  1. Do one of the following:

    To create a shared subscription… Start by doing this…
    From your profile
    1. In the header, click your username, then click Profile. The Profile widget appears.
    2. Under Notifications, expand Subscriptions.
    3. Toward the right of the widget, select more_horiz > Notifications. A widget appears.
    4. Expand Subscriptions.
    5. Click add_circle_outline. Select Shared Subscription.
    From a role
    1. From the Navigation Menu, click Users & Roles.
    2. Select the role for which you want to configure a shared subscription. (Other users and roles can use this subscription, not just the one for which you are configuring it.)
    3. Toward the right of the widget, select more_horiz > Notifications. A widget appears.
    4. Under Automatic Subscriptions, click add_circle_outline. The Automatic widget appears.
    5. From the Subscription list, select Shared Subscription.
    From Sites & Settings
    1. From the Navigation menu, select Admin > Sites & Settings.
    2. Click Global. The Edit Global widget appears.
    3. Under Main, expand Notifications.
    4. Under Automatic User Subscriptions, click add_circle_outline. The Automatic User Subscription widget appears.
    5. From the Subscription list, select Shared Subscription.
  2. In the Subscription field, click search. The content picker appears.

  3. Under Create, select the type of subscription you want to create. Click New. A content edit form appears.

    ../../../_images/shared-subscription.png
  4. In the Name field, type a name for the subscription. As a best practice, use a name that provides a cue about the subscription’s delivery option and content filters.

  5. From the Delivery Options list, select the delivery option. (Editors using this shared subscription can apply their preferred delivery option. For details, see Reviewing, overriding, and canceling shared and automatic subscriptions.)

  6. Under Content Filters, click add_circle_outline, and select one of the following:

    • Match All—Sends notifications for events that satisfy several conditions.
    • Sites & Types—Sends notifications for events that involve specific sites and content types. For details, see Subscriptions for publish events.
    • Watching—Sends notifications for events associated with content that you (or the editor using the shared filter) is watching.
  7. (For Match All or Sites & Types only) Design content filters for the shared subscription. For details, see Conditions for sending notifications.

  8. Click Save. Creation of a shared subscription is complete, and other editors can now use it.

  9. Click Back at the top of the content edit form to return to the content picker.

  10. Click the shared subscription you created, and close the content picker. You return to the widget you opened in step 1.

  11. Click Save.

See also:

Conditions for sending notifications

A subscription’s content filter is a set of criteria Brightspot applies to an event. If the event satisfies the criteria, Brightspot sends a notification. You can have a subscription with multiple content filters as illustrated in the following example.

../../../_images/multiple-content-types.png

Referring to the previous example, Brightspot sends notifications when any of the following conditions are true:

  • An editor publishes an article or gallery to the site Inspire Confidence.
  • An event occurred on an item you are watching.
  • An editor publishes an audio or video to the site Inspire Innovation.

One of the content filters you can select when creating a subscription is Match All. In this case, Brightspot checks that all of the conditions in the content filter are satisfied before sending a notification.

../../../_images/multiple-all-content-types.png

Referring to the previous illustration, Brightspot sends a notification when all of the following are true:

  • The editor is watching the item.
  • The item is published simultaneously to the sites Inspire Confidence and Inspire Innovation.
  • The item is an article.

Automatic subscriptions

Brightspot administrators can set up subscriptions that other users automatically receive.

  • All users automatically receive system-level subscriptions.
  • Users within a role automatically receive their role-level subscriptions.

Users can override the delivery options for their automatic subscriptions, and they can cancel automatic subscriptions.

Configuring automatic subscriptions

Administrators can configure automatic subscriptions that other users automatically receive.

To configure automatic subscriptions:

  1. Access automatic subscriptions by doing one of the following:

    To… Access subscriptions…
    Configure role-level subscriptions
    1. From the Navigation Menu, click Users & Roles.
    2. Select the role for which you want to configure a subscription.
    3. Toward the right of the widget, select more_horiz > Notifications. A widget appears.
    4. Under Automatic Subscriptions, click add_circle_outline. A form appears.
    Configure system-level subscriptions
    1. From the Navigation menu, select Admin > Sites & Settings.
    2. Click Global. The Edit Global widget appears.
    3. Under Main, expand Notifications.
    4. Under Automatic User Subscriptions, click add_circle_outline. A form appears.
  2. From the Subscription list, select the type of subscription you are configuring. (For a description of subscription types, see Overview of subscriptions.) A form appears.

  3. From the Delivery Options list, select one or more of the available delivery options. (For an explanation about configuring delivery options, see Delivery options.)

  4. (Optional, for workflow and publication subscriptions) Under Content Filters, design a content filter that sends notifications. As a best practice, design a content filter that triggers as few notifications as possible for the users receiving the notifications.

  5. (For shared subscriptions) In the Subscription selection field, do one of the following:

    • Select one of the available shared subscriptions.
    • Create a new shared subscription.

    For information about shared subscriptions, see Shared subscriptions.

  6. (For system-level subscriptions) Under Tool Entities do the following:

    1. Click add_circle_outline. A selection field appears.
    2. Select a user or role to receive this automatic subscription. If you select a role, all users in that role receive the automatic notifications.
    3. Repeat steps a–b to add additional users and roles.
  7. Click Save.

See also:

Reviewing, overriding, and canceling shared and automatic subscriptions

The sections Shared subscriptions and Configuring automatic subscriptions describe how editors and administrators can create shared or automatic subscriptions. If you receive a shared or automatic subscription, you can override its delivery option, and you cancel it entirely.

To override or cancel an automatic subscription:

  1. In the header, click your username, then click Profile. The Profile widget appears.
  2. Toward the right of the widget, select more_horiz > Notifications.
  3. Under Automatic Subscriptions, expand the required subscription. You can view the subscription’s delivery options and content filters.
  4. To cancel the subscription, from the Automatic Delivery Option list, select Disabled.
  5. To override the delivery option, do the following:
    1. From the Automatic Delivery Option list, select Override.
    2. From the Delivery Options list, select your preferred delivery option.
  6. Click Save.

See also:

Viewing recent notifications

Whenever your subscriptions trigger a notification, Brightspot adds the notification to the Notifications widget—in addition to sending the notification through the subscriptions’ delivery options.

../../../_images/notification-widget.png

The counter in the header lists the number of unread notifications you have. After you open the Notifications widget, the counter resets to zero.

../../../_images/notification-counter.svg

To view recent notifications:

  1. In the header, click notifications_none. The Notifications widget appears.
  2. Click the notification. Brightspot opens the corresponding item in a content edit page.