Subscribing to changes on a record or entity

For a portal member to receive notifications about changes on a record or all records, related to an entity on the portal, they must subscribe to changes. The process of subscribing is different depending on the subscription type:

• Subscribing to changes on a record (Direct Notifications subscription)
• Subscribe to changes using a notification subscription template:
  • All Records Notifications subscription type
  • Date Condition Notifications subscription type
  • Condition Notifications subscription type

Notifications about the changes will be displayed on the header of the portal, which is always visible, regardless of the page you are currently on. Alternatively or in addition to portal notifications, a notification can also be sent by email.

Subscribing to changes on a record (Direct Notifications subscription)

Using the Direct Notifications subscription type, portal members can manually subscribe to changes on a record where the Subscribe action is available and allowed for the portal member group the member belongs to.

To subscribe to changes on a record from a detail page

1. Open a portal grid page, and then open the detail page for a record.
2. On the detail page, select the icon in the top right corner to subscribe to changes on this page. When you are subscribing to changes from a detail page, you subscribe to all types of changes (insert record, modify record, delete record) by default. You will be able to change this from the Manage Notifications window.

The icon changes to , which indicates that you are currently subscribed to changes on this page.

Note For this feature to be available on a detail page, the role that you belong to must have permissions to use this ability on that page and the subscription button must be added to the page.

You can always unsubscribe from changes on a page if you do not want to receive notifications about the changes on that page any more.

To subscribe to changes on a record from a grid page

1. Open a portal grid that has a record you want to subscribe to.
2. Select the  icon on the line with the record you want to subscribe to. When you are subscribing to changes from a grid page, you subscribe to all types of changes (insert record, modify record, delete record) by default. You will be able to change this from the Manage Notifications window.

Note For this feature to be available on a detail page, the role that you belong to must have permissions to use this ability on that page and the subscription button must be added to the page.

The icon changes to , which indicates that you are subscribed to changes on this record.

Alternatively, if you want to subscribe to changes on multiple records at once, you can select the lines with the records and then select the icon in the grid action bar to subscribe to changes on the selected records.

Note For this feature to be available on a detail page, the role that you belong to must have permissions to use this ability on that page and the subscription button must be added to the page.

The icon of the action changes to from to , which indicates that you have turned on subscription to changes on the selected records. The icon on each record also changes from to which indicates that you have subscribed to changes on those records.

Managing direct subscriptions

You can manage your direct subscriptions (edit, remove) from the Filtered Notification Subscriptions page:

1. In the member menu, select Manage Notifications, and then go to the Direct Notifications tab where you can edit or delete a subscription.
   
2. On the Notification Setup Card page, you can adjust the direct subscription settings
   1. Conditions:
      1. Track fields – Select which fields to track on the page record of this subscription. Changes in these fields will trigger a notification.
      2. Specify conditions for notification generation - You can select ADD FILTER to add a condition. However, adding filters will change the subscription type.
   2. Notification Type - Specifies the type of notification. This is set to direct automatically for direct subscriptions. If you configure settings and filters that are applicable to other subscription types, the notification type will be changed to the corresponding type automatically.
   3. Page – Specifies the portal page to track with this subscription. You can only select pages for which a site notification subscription entity setup was configured.
   4. Notification activity type - Specifies to which types of changes you are subscribed to in this subscription. By default, for direct subscriptions, you are subscribed to all types of changes. Select an activity type to enable or disable tracking for it:
      1. Insert record - If tracking of this activity type is enabled, you will be notified that a new record has been added.
      2. Modify record - If tracking of this activity type is enabled, you will be notified that an existing record has been changed.
      3. Delete record - If tracking of this activity type is enabled, you will be notified that a record has been deleted.
         
   5. Enable Email Notification – Specifies whether you want to receive notifications from this subscription to your email. Use this check box to turn on or off email notifications for this subscription.
   6. Enable Portal Notification - Specifies whether you want to receive notifications from this subscription to the portal (will be displayed in the Notifications pane and on the My Notifications page). Use this check box to turn on or off portal notifications for this subscription.
   7. Notify Groups – Specifies member groups that will be receiving notifications from this subscription. If you leave this setting empty, only the member who created the subscription will be receiving notifications. If you fill in this field, the subscription will be considered Group Notification subscription and, as a result, will be available only on the Group Notifications tab and will not be available on the Direct notifications tab. 
   8. Portal Notification Template - Specifies the title of the portal notification template that will be used for portal notifications in this subscription. The default template configured for this entity in the localization settings on the Settings tab under Site notification subscription entities if any is set, but you can use the dropdown menu to select a different template from the list of templates configured for this notification subscription entity or edit this field if you want to override the default template title. The title of this portal notification template is shown and configured below in the Portal Notification Title field. The body of this portal notification template is shown and configured below in the Portal Notification Body field. You can select the Preview button to preview how a portal notification with this portal notification template will look like.
   9. Portal Notification Title - Specifies the title of the portal notification template that will be used for portal notifications in this subscription. The title of the portal notification template chosen in the Portal Notification Template field is shown, but you can edit this field to override its title. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
      1. [[alias]] - This variable will be substituted with the name of the entity on which a change was detected.
      2. [[actiontype]] - This variable will be substituted with the type of change that was made. Use this variable when you are subscribed to various notification activity types.
   10. Portal Notification Body - Specifies the notification body that will be used for portal notifications in this subscription. The body of the portal notification template chosen in the Portal Notification Template  field is shown, but you can edit this field to override its body. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[updated]] - This variable will be substituted with the date when a record was changed.
       2. [[username]] - This variable will be substituted with the portal member who made a change.
   11. Email Notification Template - Specifies the title of the email notification template that will be used for email notifications in this subscription. The default email template configured for this entity in the localization settings on the Settings tab under Site notification subscription entities if any is set, but you can use the dropdown menu to select a different email template from the list of email templates configured for this notification subscription entity or edit this field if you want to override the default template title. The title of this portal notification template is shown and configured below in the Portal Notification Template field.
   12. Email Notification Title - Specifies the title of the email notification template that will be used for email notifications in this subscription. The title of the email notification template chosen in the Email Notification Template field is shown, but you can edit this field to override its title. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[alias]] - This variable will be substituted with the name of the entity on which a change was detected.
       2. [[actiontype]] - This variable will be substituted with the type of change that was made. Use this variable when you are subscribed to various notification activity types.
   13. Email Notification Body - Specifies the email notification body that will be used for portal notifications in this subscription. The body of the portal notification template chosen in the Email Notification Title field is shown, but you can edit this field to override its body. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[updated]] - to have it substituted with the date when a record was changed.
       2. [[username]] - to have it substituted with the name of the portal member who made a change.
       3. <a href="#=editLink#">View record</a>  - This will be substituted with a link to the record that was changed.
3. Select Save to save the subscription settings and enable this subscription.
4. Repeat steps 1 through 3 to adjust other direct subscriptions if necessary.

Subscribing to changes using a notification subscription template

You can use pre-configured subscription templates (configured in the site notification subscription entities settings within the site localization settings) to subscribe to changes on all pages, related to an entity. Subscription templates have various notification subscription types.

• All Records Notifications subscription – Portal members subscribe to changes on all records on a specific page (in any or certain selected fields). Portal members can choose the type of changes (a new record is inserted, an existing record is changed, a record is deleted) they want to be notified about. This type of subscription is enabled after the portal member creates, configures the corresponding settings, and saves the subscription settings from the Manage Notifications window.
• Date Condition Notifications subscription - Portal members subscribe to changes on a page with the following condition that triggers a notification: the field value in a specified date field(s) must be equal to a specific date. Portal members can choose the type of changes (a new record is inserted, an existing record is changed, a record is deleted) they want to be notified about. This type of subscription is enabled after the portal member creates, configures the corresponding settings, and saves the subscription settings from the Manage Notifications window.
• Condition Notifications subscription - Portal members subscribe to changes on a page with the following condition that triggers a notification: the field value in a specified field(s) meets the specified criteria in the condition. Portal members can choose the type of changes (a new record is inserted, an existing record is changed, a record is deleted) they want to be notified about. This type of subscription is enabled after the portal member creates, configures the corresponding settings, and saves the subscription settings from the Manage Notifications window.

All Records Notifications subscription type

To subscribe to changes on an entity using a subscription template with the All Records Notifications subscription type:

1. In the member menu, select Manage Notifications, and then go to the All records notifications tab.
   
2. Go to the All records notifications tab.

   Note Subscriptions can be created here only after they have been configured in CMS. A subscription with this type becomes enabled only after you create it, configure its settings, and save it.

3. Use the  icon to create a new subscription line or select the icon to edit the subscription.
4. On the Notification Setup Card page, configure the following subscription settings:
   1. Conditions:
      1. Track fields – Select which fields to track on all records of the specified page in this subscription. Changes in these fields will trigger a notification.
      2. Specify conditions for notification generation - You can select ADD FILTER to add a condition. However, adding filters will change the subscription type.
   2. Notification Type - Specifies the type of notification. By default, this setting is set to allrecords as soon as the entity type is specified, which indicates that this is the All Records Notifications subscription type. If you configure settings and filters that are applicable to other subscription types, the notification type will be changed to the corresponding type automatically.
   3. Page – Specifies the alias of the portal page to track with this subscription. You can select only entities for which a template was created.
   4. Action type - Specifies to which types of changes you are subscribed to in this subscription. Select an activity type to enable or disable tracking for it:
      1. Insert record - If tracking of this activity type is enabled, you will be notified that a new record has been added.
      2. Modify record - If tracking of this activity type is enabled, you will be notified that an existing record has been changed.
      3. Delete record - If tracking of this activity type is enabled, you will be notified that a record has been deleted.
   5. Enable Email Notification – Specifies whether you want to receive notifications from this subscription to your email. Use this check box to turn on or off email notifications for this subscription.
   6. Enable Portal Notification - Specifies whether you want to receive notifications from this subscription to the portal (will be displayed in the Notifications pane and on the My Notifications page). Use this check box to turn on or off portal notifications for this subscription.
   7. Notify Groups – Specifies member groups that will be receiving notifications from this subscription. If you leave this setting empty, only the member who created the subscription will be receiving notifications. If you fill in this field, the subscription will be considered Group Notification subscription and, as a result, will be available only on the Group Notifications tab and will not be available on the Direct notifications tab. 
   8. Portal Notification Template - Specifies the title of the portal notification template that will be used for portal notifications in this subscription. The default template configured for this entity in the localization settings on the Settings tab under Site notification subscription entities if any is set, but you can use the dropdown menu to select a different template from the list of templates configured for this notification subscription entity or edit this field if you want to override the default template title. The title of this portal notification template is shown and configured below in the Portal Notification Title field. The body of this portal notification template is shown and configured below in the Portal Notification Body field. You can select the Preview button to preview how a portal notification with this portal notification template will look like.
   9. Portal Notification Title - Specifies the title of the portal notification template that will be used for portal notifications in this subscription. The title of the portal notification template chosen in the Portal Notification Template field is shown, but you can edit this field to override its title. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
      1. [[alias]] - This variable will be substituted with the name of the entity on which a change was detected.
      2. [[actiontype]] - This variable will be substituted with the type of change that was made. Use this variable when you are subscribed to various notification activity types.
   10. Portal Notification Body - Specifies the notification body that will be used for portal notifications in this subscription. The body of the portal notification template chosen in the Portal Notification Template  field is shown, but you can edit this field to override its body. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[updated]] - This variable will be substituted with the date when a record was changed.
       2. [[username]] - This variable will be substituted with the name of the portal member who made a change. 
   11. Email Notification Template - Specifies the title of the email notification template that will be used for email notifications in this subscription. The default email template configured for this entity in the localization settings on the Settings tab under Site notification subscription entities if any is set, but you can use the dropdown menu to select a different email template from the list of email templates configured for this notification subscription entity or edit this field if you want to override the default template title. The title of this portal notification template is shown and configured below in the Portal Notification Template field.
   12. Email Notification Title - Specifies the title of the email notification template that will be used for email notifications in this subscription. The title of the email notification template chosen in the Email Notification Template field is shown, but you can edit this field to override its title. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[alias]] - This variable will be substituted with the name of the entity on which a change was detected.
       2. [[actiontype]] - This variable will be substituted with the type of change that was made. Use this variable when you are subscribed to various notification activity types.
   13. Email Notification Body - Specifies the email notification body that will be used for portal notifications in this subscription. The body of the portal notification template chosen in the Email Notification Title field is shown, but you can edit this field to override its body. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[updated]] - to have it substituted with the date when a record was changed
       2. [[username]] - to have it substituted with the name of the portal member who made a change.
       3. <a href="#=editLink#">View record</a>  - This will be substituted with a link to the record that was changed.
          
5. Select Save to save the subscription settings and enable this subscription.
6. Repeat steps 3 through 5 to set up and configure and enable subscriptions with this subscription type for other entities if necessary.

Date Condition subscription type

To subscribe to changes on an entity using a subscription template with the Date Condition subscription type:

1. On any portal page, on the toolbar, select [User] >Manage Notifications where [User] is the name of the portal member.
   
2. On the Filtered Notification Subscriptions page, go to the Date Condition Notifications tab.
   

   Note Subscriptions can be created here only after they have been configured in CMS. A subscription with this type becomes enabled only after you create it, configure its settings, and save it.

3. Use the  icon to create a new subscription line or select the icon to edit the subscription.
4. On the Notification Subscription Setup page, configure the following subscription settings:
   1. Conditions:
      1. Track fields – Select which fields to track on all records of the page in this subscription. Changes in these fields will trigger a notification.
      2. Specify conditions for notification generation - Specify the condition(s) that will be required to be met to trigger a notification. With this subscription type, the condition is related to a date field value: a notification is created when the value of a certain date field meets the condition that you specify. You can create several conditions (use the ADD FILTER action).
   2. Notification Type - Specifies the type of notification. This setting is set to allrecords as soon as an entity is specified. After you set a date filter, the notification type is automatically changed to periodic, which indicates that this is the Date Condition Notifications subscription type.
      
   3. Page – Specifies the page to track with this subscription. You can select only entities for which a template was created.
   4. Action type - Specifies to which types of changes you are subscribed to in this subscription. By default, for direct subscriptions, you are subscribed to all types of changes. Select an activity type to enable or disable tracking for it:
      1. Insert record - If tracking of this activity type is enabled, you will be notified that a new record has been added.
      2. Modify record - If tracking of this activity type is enabled, you will be notified that an existing record has been changed.
      3. Delete record - If tracking of this activity type is enabled, you will be notified that a record has been deleted.
   5. Enable Email Notification – Specifies whether you want to receive notifications from this subscription to your email. Use this check box to turn on or off email notifications for this subscription.
   6. Enable Portal Notification - Specifies whether you want to receive notifications from this subscription to the portal (will be displayed in the Notifications pane and on the My Notifications page). Use this check box to turn on or off portal notifications for this subscription.
   7. Notify Groups – Specifies member groups that will be receiving notifications from this subscription. If you leave this setting empty, only the member who created the subscription will be receiving notifications. If you fill in this field, the subscription will be considered Group Notification subscription and, as a result, will be available only on the Group Notifications tab and will not be available on the Direct notifications tab. 
   8. Portal Notification Template - Specifies the title of the portal notification template that will be used for portal notifications in this subscription. The default template configured for this entity in the localization settings on the Settings tab under Site notification subscription entities if any is set, but you can use the dropdown menu to select a different template from the list of templates configured for this notification subscription entity or edit this field if you want to override the default template title. The title of this portal notification template is shown and configured below in the Portal Notification Title field. The body of this portal notification template is shown and configured below in the Portal Notification Body field. You can select the Preview button to preview how a portal notification with this portal notification template will look like.
   9. Portal Notification Title - Specifies the title of the portal notification template that will be used for portal notifications in this subscription. The title of the portal notification template chosen in the Portal Notification Template field is shown, but you can edit this field to override its title. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
      1. [[alias]] - This variable will be substituted with the name of the entity on which a change was detected.
      2. [[actiontype]] - This variable will be substituted with the type of change that was made. Use this variable when you are subscribed to various notification activity types.
   10. Portal Notification Body - Specifies the notification body that will be used for portal notifications in this subscription. The body of the portal notification template chosen in the Portal Notification Template  field is shown, but you can edit this field to override its body. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[updated]] - This variable will be substituted with the date when a record was changed.
       2. [[username]] - This variable will be substituted with the name of the portal member who made a change. 
   11. Email Notification Template - Specifies the title of the email notification template that will be used for email notifications in this subscription. The default email template configured for this entity in the localization settings on the Settings tab under Site notification subscription entities if any is set, but you can use the dropdown menu to select a different email template from the list of email templates configured for this notification subscription entity or edit this field if you want to override the default template title. The title of this portal notification template is shown and configured below in the Portal Notification Template field.
   12. Email Notification Title - Specifies the title of the email notification template that will be used for email notifications in this subscription. The title of the email notification template chosen in the Email Notification Template field is shown, but you can edit this field to override its title. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[alias]] - This variable will be substituted with the name of the entity on which a change was detected.
       2. [[actiontype]] - This variable will be substituted with the type of change that was made. Use this variable when you are subscribed to various notification activity types.
   13. Email Notification Body - Specifies the email notification body that will be used for portal notifications in this subscription. The body of the portal notification template chosen in the Email Notification Title field is shown, but you can edit this field to override its body. You can use variables in square brackets for parts that will be different in each notification. For example, you can use such variables as:
       1. [[updated]] - to have it substituted with the date when a record was changed
       2. [[username]] - to have it substituted with the name of the portal member who made a change.
       3. <a href="#=editLink#">View record</a>  - This will be substituted with a link to the record that was changed.
5. Select Save to save the subscription settings and enable this subscription.
6. Repeat steps 3 through 5 to set up and create, configure, and enable subscriptions with this subscription type for other entities if necessary.