Email on update rule only works for rule creator

[danovtx]

Hi All,

I'd like my Alfresco repository to email all the space users when a document is uploaded into or updated in a space (on update).  I have a couple of rules set up for it (tested rules for each user), however they seem to only work when the last user to modify the rules uploads/updates a document.  Do I need to have each user set up a rule for this, and make sure no one touches any one else's rule? Or is there a simpler way to have one rule send out the email when anyone updates a document?

Thanks,
Dano

[danovtx]

Does anyone know the intended behavior?  I still haven't figured it out.  I could have each user set up rules for themselves, but I'd need to give them rights to the email templates (in my test they didn't have access to the templates, which is why I'm still investigating).  The only issue with that is that the regular users should not have so much access…would there be a problem if I gave them the access so they could set up the rule, and then took it away from them? Would the rule reset because of the missing access??

I'll be testing that out, but it still seems a little odd that you can't set up one single rule that will cover all content updates and send an email regardless of who is making the updates….

[aswini]

I am not sure if I have understood your question correctly, but I guess you set rules for the space overall. This will ensure that whoever logs in uploads/updates documents in that space, an email shall be triggered automatically to a list of specified users.

[danovtx]

That's exactly what I'm looking for, the ability to set up one rule so that when any user updates a document, and email is sent out to the space users.  What I have been experiencing, is that emails are only sent out when the creator of the rule (or the last to modify it) updates a document.

Is this a bug that should work itself out when I upgrade to 3 stable, or do I really have to have each user create a rule??

[danovtx]

Another update:  I've successfully completed the update to 3stable from 3c, but the rule that I set up to email specified users when content is updated is still only triggered when I, the creator of the rule, update a document.

I've also attempted to have someone else create a rule, but they don't have access to the email templates, so their emails will not contain links to the space/content.

If this is the intended behavior, I'll go ahead and copy the text out of the template, and have each user create a rule and copy the appropriate text into the email textbox. I'm a bit confused though, because I don't feel like each user should need the same rule everywhere…

[danovtx]

Alright, here's where I am now:  I have had each user of our alfresco app create a rule, actually I set it up for them and instructed them how to adjust it.  The rule is set up to email on update to each of us for all content in the root space, and it's inherited by each child space.  This means that any time one of us uploads new or updates existing content, and email will be fired off to each of us.

The problems with the rules right now, are that if I set them up to use the notify_user_email.ftl template, for some reason the rule will only be triggered when my user ID updates a document.  They can't set up their own email rule using the template, because they don't seem to have the privileges to select the template when defining the email.  I have copied the template text into my instruction sheet for them, and had them copy and paste it into the message box when they defined the rule, but while the rule is appropriately associated with the person who set it up, it has the exact text from the template, as in the variables for user and location and what not were not updated with real values.

All I'm trying to accomplish, is that Alfresco will send the 5 people in my department an email when one of the 5 of us uploads or updates content.  The email has to be like the template with links to the space and content and information about it.  Am I missing something important that would get this to work properly??  At the very least, what permissions does someone need to get access to the email templates when they are creating a rule??

Am I the only one with this problem, or is there anyone out there that can help??

[aswini]

I've also attempted to have someone else create a rule, but they don't have access to the email templates, so their emails will not contain links to the space/content.

- To access the scripts / email templates, users will atleast require Read/Consumer permissions in Data Dictionary spaces.

But, if you create content rules for spaces as an admin and apply the rule to subspaces, it should be able to apply the rule for any user.

Have you already tried

1. Go to the space for which you need the rule applied
2. Click the drop down 'More Actions' -> 'Manage Content Rules'
3. Click 'Create Rule'.
4. Select condition -> 'All Items', click 'Add to List' and click 'Next'
5. Select Action -> 'Send an email to specified users' , click 'Set Values and Add' and click 'Next'
6. Specify Message Recipients and Insert Template
7. Try uploading a document.

[danovtx]

- To access the scripts / email templates, users will atleast require Read/Consumer permissions in Data Dictionary spaces.
But, if you create content rules for spaces as an admin and apply the rule to subspaces, it should be able to apply the rule for any user.

Have you already tried
1. Go to the space for which you need the rule applied
2. Click the drop down 'More Actions' -> 'Manage Content Rules'
3. Click 'Create Rule'.
4. Select condition -> 'All Items', click 'Add to List' and click 'Next'
5. Select Action -> 'Send an email to specified users' , click 'Set Values and Add' and click 'Next'
6. Specify Message Recipients and Insert Template
7. Try uploading a document.

Yes, I tried those 7 steps, and the issue was that the rule only sent out an email when I myself updated a document.  This would make perfect sense if the only reason the email didn't fire is because the other users didn't have access to the Data Dictionary space….and in fact they did not.  I've made the adjustment to give everyone the proper access to the Data Dictionary space and NOW IT WORKS AS EXPECTED!!!  Thanks a million, I was really banging my head on the desk over this one.

[aswini]

Ur welcome. If you find this post useful, you could award points to the one who solved it by the Point Score on the right. And close it as solved.