Overview
You configure two important areas in the workflow settings:
The substitution function
Email notifications for the workflow area
Substitution function
What is a substitute?
You can activate a deputy to take over your tasks.
Important: If the deputy is active, mailbox entries are no longer sent to you, but to the deputy.
Activation options
You can activate the deputy in two ways:
Permanent: The deputy is active without a time limit
Time-limited: The deputy is only active for a certain period of time
E-mail notifications
Configuration options
You can specify in detail in the configuration dialogue:
Which notification types trigger emails (e.g. appointments, new mailbox entries)
When the dispatch takes place
How often emails are sent
Daily summary
What is the daily summary?
The daily summary is an email that informs you about tasks that are currently open in your inbox.
When is it sent?
Only if there are entries: You will only receive the e-mail if there are entries in your mailbox
Default setting: Daily at 6 a.m. (except weekends)
Content: Only informs you about tasks in your inbox
Default settings for e-mail notifications
General settings
Here you select how e-mail notifications are to be sent for various categories.
Note: You can overwrite these default settings for each archive in the next section.
Available options
1. deactivated
No email notification is sent for the category
Important: This setting has no effect on the daily summary
You can still receive a daily mailbox summary even if individual mailbox notifications are deactivated
2. individually
You will receive an email as soon as the notification event is triggered
Each notification is sent individually immediately
3. collected
Notifications are no longer sent immediately
You receive a maximum of one email at a configurable time interval
This e-mail contains all newly added notifications in a joint report
Archive configuration
Individual settings per archive
You can overwrite the default settings for individual archives.
Use case: You do not want to receive mailbox notifications for a specific archive.
This is how you set it up:
Add a new row in the table
Select the archive for which you want to overwrite the options
Configure the desired settings
Sending options for email notifications
Interval settings
You can configure the following parameters:
Interval length
Specify the length in minutes
Minimum: 5 minutes
Start time and stop time
Specify the times between which the reports are to be sent
Example: Limit the dispatch to your working hours
Round-the-clock dispatch
Set both the start time and stop time to 0 o'clock
Dispatch then takes place around the clock
Note: The "00:00" option for the stop time means midnight of the following day
Dispatch in the event of missing notifications
If there are no new notifications in a time interval, no e-mail is sent
Additional option: Notifications for own actions
What does this option mean?
If you switch this option on, you will also receive notifications for actions that you have carried out yourself.
Examples of your own actions:
You place a file in your own mailbox
You upload a file to your own inbox
Default setting
This option is deactivated by default.
Note: All settings in this area apply to your personal user account in the workflow area.