Who is this article for?

Administrators responsible for configuring email actions.

Email Action permission is required.

If users on a document's notify list are not receiving an email after the document is published, the most common cause is that the wrong email action type has been configured.

This article explains how to correctly configure the notify list emails to trigger when a document is published.

Overview

Each action is defined by a module and an action. The Action field controls exactly which system event triggers the email. For the Document Control module, three action types are commonly confused when trying to notify users after a document is published:

Important

If documents are published automatically after all approvers approve (standard workflow), use the Approve action to send notify list emails. The Publish action won't trigger in this case.

Example

A document follows the standard approval process: it is released for approval, all approvers approve it, and it auto-publishes. An email action set to Publish with recipients in the notify list will never trigger, as no manual or delayed publish event occurs. Changing the action to Approve fixes this issue immediately.

Configuring the email action

If you currently have an Approve email action that notifies approvers and you want to keep it, you do not need to modify it. You can create a second, separate email action with the same Action type (Approve) but a different recipient (the Notify List).

To configure the email action:

1. Go to Administration.
2. Select Email Actions.
3. Click Add Email Action.
4. Set Module to Document Control.
5. Set Action to Approve.
6. Leave Time Delay (days) as 0 to send the email immediately when the document is published.
7. Under Recipient, tick the box next to Notify List.
8. Compose the subject line and email body using environment variablesas needed.
9. Select Save.

Note

The Notify List option emails all users added to the document's notify list in its Document Properties tab. Each document has its own notify list.

Tip

To verify the new Email Action, create a test document, add yourself to the notify list, set it to auto-publish, and complete approval. You should receive the notification email upon publishing.

Troubleshooting issues

If the email action is correctly configured using the Approve action and notify list emails are still not arriving, check the following.

Verifying notify list

If no users or groups have been added to a document's notify list, no email will be sent.

To verify the notify list:

1. Open the document.
2. Go to Document Properties.
3. Switch to the Document Lists tab.
4. Confirm users or groups are listed in the notify list.

Note

Notify list settings can be configured in Folder Properties and inherited by new documents. Check both folder and document levels if the list is unexpectedly empty.

Checking spam filters

Even when the Approve action is correctly set, some email providers may filter system-generated emails.

To resolve spam filtering:

1. Ask affected users to check their spam or junk folder.
2. Search for emails from your Ideagen Quality Management server address.
3. Mark any found emails as Not Spam.
4. Add the sender address to their safe senders list to prevent this going forward.

Confirming scheduled task is running

Email actions are processed by the Email Action Executor scheduled task. If this task is not running or has failed, emails from all actions will be delayed or not sent at all.

To verify the scheduled task:

1. Go to Administration.
2. Select Scheduled Tasks.
3. Confirm the Email Action Executor task is active.

Tip

If approval emails are arriving but notify list emails are not, the scheduled task is running correctly. Confirm you are using Approve as the action, not Publish.