Create New Alert

This section describes how to create scheduled Alerts for SPDocKit reports. Alerts are sent after each automatic snapshot, that is snapshot created by the SPDocKit Service.

This section describes how to create scheduled Alerts for SPDocKit reports. If you wish to use the Subscriptions and Alerts feature, please make sure you configured the Subscription Settings properly.

Alerts are sent after each automatic snapshot, that is, snapshot created by the SPDocKit Service.

  • Best Practice reports will be sent when either warnings or errors are detected in the latest snapshot.

  • Difference reports will be sent when differences between the newest snapshot and the previous one are detected.

Instructions:

  1. Navigate to the Backstage Configuration Screen and click Subscriptions and Alerts, or find this button in the Home ribbon.

  2. When the Manager opens, click New Alert. In the General tab, type in the alert name. Under Status section you can see the following information:

  3. Whether automatic subscriptions are enabled on the selected farm or not.

  4. Last run time – information on when was the last time this alert was sent. If this is an entirely new alert, it will say Never.

  5. Go to the Delivery tab and set the delivery method you would like to use.

  6. Email – required fields are Send To and Body. Provide the email address to which you wish to send the alert. You can enter more recipients – just separate the email addresses with semicolons. Type in the subject and body text. In case that this method is disabled, click the Configure link to adjust your subscription settings.

  7. File Share – input the File Share location here. You can use the Test button to check if the given location is reachable and if SPDocKit can write to the location.

  8. SharePoint Library – If this is the first time you are using this feature, you need to create a new library connection.

    Click New, specify whether you are connecting to an On-Premise or SharePoint Online site. Input the Library URL and the Display name. You can use Integrated or Custom Credentials, whichever suits your needs. Finally, click Test. SPDocKit will try to send a test subscription to check if the given Library URL is in order. If it is you will be notified and you can click the Save button.

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Please note! Each SPDocKit alert can be sent to a different SharePoint document library. All previously used connections will be listed in this drop down menu so you can use them for multiple alerts. The user account running SPDocKit and the SPDocKit service account should have at least Contribute permission level granted on the specified SharePoint document library to successfully upload SPDocKit subscriptions or alerts.

You can select all three delivery methods. Scheduled reports will be sent to the email addresses you provided and uploaded to the File Share and SharePoint document library.

  1. Go to the Reports tab and click Add Report to select which reports you wish to subscribe to. Currently, you can pick from Farm Differences, Permissions Differences, Group to Group Compare, Membership Differences and any of the Best Practice reports.

  2. For certain reports, you will have to adjust filters to complete the report configuration. The filters will define the data displayed in the report. Click OK to add the selected report to the subscription. To define the preferred date format, use curly brackets. Only culture-invariant formats are supported, for example: {MM-dd-yyyy}, {dd-MM-yyyy}, or {MM-yyyyy-dd}.

  3. You can add more reports by repeating the previous steps. Also, you can Edit current report settings or Delete added reports.

  4. Click Save & Close to finish creating the Alert and exit. If you wish to send this alert immediately, click the Save & Send Now.

Tips & tricks

If you would like to schedule best practice alerts, Alert Me is available on the Home ribbon of the Best Practices tab. The selected best practices report will be added to a new alert automatically.

If you want to add the currently selected best practice report to an existing alert, just use the drop down menu under the Alert me button and select Add to Existing Alert. Select the alert to which you would like to add the current report and click OK.