Support and Documentation

Notifications

Brightspot can send you a notification when certain events occur, such as when someone publishes an asset. 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.

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.

Subscriptions for publish events

Every time an editor publishes an asset, 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.

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.)

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:
Subscriptions for translation events

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

notification-translation.svg

Referring to the previous diagram—

  • When Sam submits articles for the site Inspire Confidence to Lingotek, and the translation fails, he receives a notification via email.

  • When Sally submits articles for any site to any translation service, and the translation status changes, she receives a notification via her browser.

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.

tool-url.svg

Before Brightspot can send hyperlinks correctly, you need to configure the default tool 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.

Procedure. To configure email notifications:
  1. From the Navigation Menu, expand Admin, and select Sites & Settings.

  2. In the Sites widget, select Global. The Edit Global widget appears.

  3. Under CMS, under Notifications, under Email Settings, do the following:

    1. In the Default From Email field, enter the email address that appears as the sender of email notifications.

    2. In the Mail Provider Setting Key field, enter the identifier of an email provider configured on the Brightspot server. (For information about configuring an email provider, see Mail provider.)

    3. In the Additional Notification Emails field, enter additional email addresses to which Brightspot sends notifications when running in a development environment.

  4. Click Save.

Configuring text-message notifications

You can configure the "from" phone number in text-message notifications as well as the text message's body.

Procedure. To configure text-message notifications:
  1. From the Navigation Menu, expand Admin, and select Sites & Settings.

  2. In the Sites widget, select Global. The Edit Global widget appears.

  3. Under CMS, 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.

    • In the Sms Provider Setting Key, enter the identifier of an SMS provider configured on the Brightspot server. (For information about configuring an email provider, see SMS provider.)

  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 methods

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

Browser notifications

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

browser-delivery-option.png

When you select your browser as a delivery method, 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.



Email notifications

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

Notification sent by email
Figure 41. Notification sent by email


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

Procedure. To configure the email delivery method:
  1. Access delivery methods by doing one of the following:

  2. Under Delivery Methods, click |mi-add_circle_outline| and select Email. A form appears with your login email address.

    email-pre-unconfirmed.png
  3. If necessary, modify the email address to which you want Brightspot to send emails. (You can change the default email address; for details, see Configuring your profile.)

  4. Repeat steps 3–4 to add additional email addresses for notifications.

  5. Click Save.

  6. Re-open the delivery methods as described in step 1.

  7. Check for a message that the delivery method needs to be verified.

    email-unconfirmed.png
  8. Expand each email address, and click Verify Now. Brightspot sends a confirmation message to those email addresses.

  9. 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 method, Brightspot sends you Slack messages similar to the following:

slack-delivery-option.png

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

Procedure. To configure the Slack delivery method:
  1. Using your web browser, log in to your Slack account.

  2. In the header, click your username, and then click Profile. The Profile widget appears.

  3. Under Main, expand Notifications.

  4. Under Delivery Methods, click |mi-add_circle_outline| and select Slack. A form appears.

  5. Click Sign in with Slack. A list of permissions appears, similar to the following:

    slack-permissions-messaging.png
  6. Click Allow, and follow any additional instructions from Slack. A confirmation message appears in Brightspot.

  7. Click Close.

  8. Returning to your profile widget, from the Workspace list, select the Slack workspace from which you want to receive messages from Brightspot.

  9. 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. Configuring subscriptions for other events is similar.

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.

Procedure. 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, and then click Profile. The Profile widget appears.

    2. Under Notifications, expand Subscriptions.

    3. Toward the right of the widget, click |mi-more_horiz| and select the Notifications widget.

    4. Expand Subscriptions.

    5. Click |mi-add_circle_outline|. Select Shared Subscription.

    From a role

    1. From the Navigation Menu, expand Admin, and select 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, click |mi-more_horiz| and select the Notifications widget.

    4. Under Automatic Subscriptions, click |mi-add_circle_outline|. The Automatic widget appears.

    5. From the Subscription list, select Shared Subscription.

    From Sites & Settings

    1. From the Navigation Menu, expand Admin, and select Sites & Settings.

    2. In the Sites widget, select Global. The Edit Global widget appears.

    3. Under Main, expand Notifications.

    4. Under Automatic User Subscriptions, click |mi-add_circle_outline|. The Automatic User Subscription widget appears.

    5. From the Subscription list, select Shared Subscription.

  2. In the Subscription field, click |mi-search|. The content picker appears.

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

    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 opting out of shared and automatic subscriptions.)

  6. Under Content Filters, click |mi-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.

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.

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 asset 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.

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 asset.

  • The asset is published simultaneously to the sites Inspire Confidence and Inspire Innovation.

  • The asset 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 opt out of automatic subscriptions.

Configuring automatic subscriptions

Administrators can configure automatic subscriptions that other users and roles automatically receive. The following procedure describes how to configure an automatic subscription for a publication event. Configuring automatic subscriptions for other events is similar.

Procedure. To configure an automatic subscription for a publication event:
  1. Access automatic subscriptions by doing one of the following:

    To…

    Access subscriptions…

    Configure role-level automatic subscriptions

    1. From the Navigation Menu, expand Admin, and select Users & Roles.

    2. Select the role for which you want to configure a subscription.

    3. Toward the right of the widget, click |mi-more_horiz| and select the Notifications widget.

    4. Under Automatic Subscriptions, click |mi-add_circle_outline|. An Automatic form appears.

    Configure global-level automatic subscriptions

    1. From the Navigation Menu, expand Admin, and select Sites & Settings.

    2. Click Global. The Edit Global widget appears.

    3. Under CMS, expand Notifications.

    4. Under Automatic User Subscriptions, click |mi-add_circle_outline|. An Automatic User Subscription form appears.

  2. From the Topic list, select Publish.

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

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

    • Only First—Configures a subscription to receive a notification the first time any asset is published (instead of receiving a notification after every publish).

    • Query Match—Configures a subscription to receive notifications based on fields associated with a selected content type. For example, if an editor filters by article, the notifications filter can be further refined by other fields associated with articles, such as author, section, and tag.

      subscription-match-query.svg

      Referring to the previous illustration, an editor receives a notification when an article is published by either Charles Dickens or Jane Austen in the section 19th Century Fiction.

    • Sites & Types—Configures a subscription to receive a notification when an asset is published for a combination of content types and sites.

      Content filter for publish event
      Figure 43. Content filter for publish event


      Referring to the previous illustration, an editor receives a notification when an article or gallery is published to the site Inspire Confidence.

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

  4. If you are configuring an automatic subscription at the global level, do the following:

    1. Under Tool Entities, click |mi-add_circle_outline|. A selection field appears.

    2. From the selection field list, select editors and roles who receive the automatic subscription.

  5. Repeat steps 2–4 to add additional automatic subscriptions for publication events.

  6. Click Save.

Reviewing, overriding, and opting out of 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 opt out of it entirely.

Procedure. To override or opt out of an automatic subscription:
  1. In the header, click your username, and then click Profile. The Profile widget appears.

  2. Under Main, expand Notifications.

  3. Under Automatic Subscriptions, under 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.

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.

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.

notification-counter.svg
Procedure. To view recent notifications:
  1. In the header, click |mi-notifications_none|. The Notifications widget appears.

  2. Click the notification. Brightspot opens the corresponding asset in a content edit page.