In this article, you will learn :
Which action triggers an automatic notification:- To meeting participants,
- To meeting organisers.
Automatic notification sent to meeting participants
Here is the list of actions that will trigger an email to users:
Login
- Invitation Link to a room: Received when a Meeting Organiser invites a user to a room
- Invitation reminder: Received 3 days after the invite was sent (2 days left) when a user hasn't accepted the invitation to the Sherpany room yet
- Access to Sherpany account was granted: Received if the user granted access to their own account
- Access to Sherpany account was ended: Received if user access to own account was ended
- Password reset: Received when the user requests their password
Voting
- Your vote has been set for the meeting: Received, when a Meeting Organiser has set the vote on the Participants' behalf
- Your vote is required: digest for multiple votes inside the same meeting Sent daily after the meeting has been published to ready until all votes have been cast email is sent
Warning: management of notifications differs depending on when the users must vote
Minutes
- Your approval has been requested for the minutes: Received when the meeting organizer sends the minutes for approval to the chair
- Minutes have been published: Received when the meeting organizer publishes the approved minutes
Meeting
- Approval needed for agenda: Received when the organizer published the agenda for approval
- Meeting notification: Received, when the organizer 'notifies' the Participants from the agenda panel
- Meeting book ready: Received when the user sets this themselves while they wait for the meeting book to be generated.
Comments
- User mentioned in comment: Received when a user is tagged in a comment.
- Comment Thread resolved: Received, when a public thread that you were tagged in, or you created, is resolved.
- A private conversation has started: Received, when a participant starts a private thread by creating the first comment in a meeting
- Participants mentioned in a private comment: Received when a user has been mentioned in a private comment
- A new reply to a private comment: Received when there is a new reply in a private comment thread
- Private comment thread resolved: Received, when a private thread that you were tagged in, or you created is resolved.
- A private conversation has started: received by all those involved in such conversation except the thread creator
Contributor
- Request to upload document: Received when the organizer sends out a request to upload documents when creating/editing the meeting
Tasks & decisions
- Decision has been assigned to you: Received when a decision has been assigned by the organizer to the assignee
- Your Task has been edited: Received when an assigned task has been edited
- Your Task due date has been edited: Received when an assigned task due date has been edited
- Your Task assignee has been edited: Received when an assigned task assignee has been edited
- Your Task status has been edited: Received when an assigned task status has been edited
- Your decision has been edited: Received when an assigned decision has been edited
- Your decision review date has been edited: Received when an assigned decision review date has been edited
- Your decision assignee has been edited: Received when an assigned decision assignee has been edited
- Your decision status has been edited: Received when an assigned decision status has been edited
- Reminder: You have a pending Task: received when the deadline for a specific task is approaching
Reminder: You have a pending Decision: received when the deadline for a specific decision is approaching
Automatic notification sent to Meeting Organiser
Here is the list of actions that will trigger an email to Meeting Organiser:
Login
- Security standard changed: Received if the room security settings have been changed by a Meeting Organiser.
- Invitation standard changed: Received if the room invitation settings have been changed by a Meeting Organiser.
- Duration standard changed: Received if the room duration settings have been changed by a Meeting Organiser.
Voting
- All votes have been cast: Received, when all votes have been cast by Participants and the organiser needs to close the vote
- Voting Status: Received daily in the morning from the moment when the Meeting Organiser publishes the meeting in "Ready" state until all votes have been cast and Meeting Organiser receives the "All votes have been cast" email notification.
Minutes
- Minutes have been approved by everyone: Received when all the assignees approve the minutes.
Tasks and decisions
- Reminder: You have a pending Task: received when the deadline for a specific task is
approaching
Reminder: You have a pending Decision: received when the deadline for a specific decision is approaching
Comments
- A public conversation has started: Received, when a Participant creates a first comment in a meeting.
A private conversation has started: received by all those involved in such
conversation except the thread creator
User mentioned in comment: Received when a user is tagged in a comment
Contributor
- Documents uploaded: Received when the contributor has uploaded document(s) via the upload link
Publication & agenda
- Meeting publication reminder: Received when the organizer sets this themselves in the meeting creation page
- Agenda approved by everyone: Received when all Participants who have been requested to approve an agenda have approved it.
Meeting general settings
- Security standard changed: Received if the room security settings have been changed by the Meeting Organiser. In the notification, it should say who made the change.
- Duration standard changed: Received if the room duration settings have been changed by the Meeting Organiser. In the notification, it should say who made the change.
- Invitation standard changed: Received if the room invitation settings have been changed by the Meeting Organiser.
- Invitation link to room: Received when a Meeting Organiser invites a user to a room.
Topic Hub
Receiver: Meeting Organiser in the "from" and "to" group, a Meeting Organiser.
- A new request has been added to a backlog: Received when a new request has been added to a backlog
Receiver: Requestor, Meeting Organiser in the "from" and "to" group Meeting Organiser
- A request has been edited: Received when a user has edited a value on a request.
- A request has been reassigned to another group: Received when a user changed them to group of a request
- A request has been scheduled: Received when a user schedules a request to a meeting
- A request has been unscheduled: Received when a user deletes a scheduled request from the meeting agenda.
- A request is marked as done: Received when the meeting of the scheduled request is over.