Customizing Email Notifications When New Files are Uploaded

  • 13
  • Idea
  • Updated 1 month ago

When uploading new documents to ShareFile, a notification
email is sent to all users who have permissions to that folder.  It would be extremely helpful if we could  customize that email message before it goes out with some specific details about the file that is being uploaded or modified.  Seems most users would prefer calling to find out what the changes to the document are rather than opening the file to review it.  We may be able to provide all of that information ahead of time which would eliminate unnecessary phone calls and emails.

Photo of jennifer l

jennifer l

  • 4 Posts
  • 3 Reply Likes

Posted 4 years ago

  • 13
Photo of jennifer l

jennifer l

  • 4 Posts
  • 3 Reply Likes

Replying to myself it appears.  Today I sent out an updated file to a folder with over 100 users viewing.  So far I've gotten 26 emails back asking what the purpose of the upload was, and what kind of file they received.  I have only been at work for about 45 minutes, I can only imagine how many emails I will be getting today.


Again - if we could customize the notification email before it is sent out allowing us to provide more information to our clients this would be EXTREMLY helpful! 


Sincerely,

Overloaded with emails...

Photo of Joy Dove Walker

Joy Dove Walker

  • 3 Posts
  • 1 Reply Like
Grrrr. I know the feeling. 3 years later and no help insight.
Photo of Ashlee Burch

Ashlee Burch

  • 676 Posts
  • 31 Reply Likes
Hi Jennifer,
Thank you for your post and please know that these posts are not ignored. Our Product team has a review process in place and they do reply periodically. To be clear, would you like to be able to edit the upload alert for each upload that you do or have a customized default upload alert for your company?

Thanks!
Photo of jennifer l

jennifer l

  • 4 Posts
  • 3 Reply Likes

Thanks for getting back to me!  It would be great if we could have the option to create a custom notification message for a file that is being uploaded. That way we can add further description about the file so that the viewer will know what the notification/file pertains to. 

Jennifer

Photo of Joe

Joe

  • 1 Post
  • 2 Reply Likes
We have the same situation here. Users want to know from their subject line in Outlook what the item is.
Rather than "xxxx has created a new item in ShareFile" , can we have the option of customizing the email subject to better reflect what the item is?
Photo of jennifer l

jennifer l

  • 4 Posts
  • 3 Reply Likes
I knew I wasn't the only one!  This would be so valuable!  Thanks for the input Joe!
Photo of Nagesh Venkatesan

Nagesh Venkatesan

  • 4 Posts
  • 1 Reply Like
I am also looking forward for this solution. Our users don't want to see the default version of the notification while they share the files using the Outlook Plug-in
Photo of chris osborn

chris osborn

  • 1 Post
  • 0 Reply Likes
could we also look into setting up a standard notification message when people are added to the site and given access to the folders?
Thanks
Photo of Brian Anderson

Brian Anderson

  • 2 Posts
  • 0 Reply Likes
Fully agree.  We are considering another product because the "Note" text is ridiculously small, the message is cluttered with irrelevant text (in large font), and the RE line on emails is generic.
Photo of Paul Brody

Paul Brody

  • 1 Post
  • 1 Reply Like
We would also like this as a feature.  We use SF to transfer RFI's in the architecture world.  It would be great to have the root folder name in the subject line but having an option to name it whatever one wanted on a per occurrence basis would be great as well. 
Photo of Andrew Morris

Andrew Morris

  • 10 Posts
  • 1 Reply Like

We're looking for the ability to put the file name being uploaded and its folder location at the start of the subject heading.  It makes it much easier when dealing with many uploads as clients can identify what was uploaded without opening the e-mail.

We're using ShareFile for legal bundles that have many sections and files within. To be able to customise this would be an excellent feature.

(Edited)
Photo of Tracy Lincoln

Tracy Lincoln

  • 1 Post
  • 1 Reply Like

I realize that this original post is 2+ years old, but has this been discussed any further ?

This should be an option(s) setting type configurable screen or similar to FIELDS in most Microsoft compliant applications.  I too would like the Folder \ Sub-Folder \ Filename (which includes YYYY.MM.DD.HH.MM.SS - prefix so the event is Date \ Time Stamped and can be tracked via a simple query as to the status.

Photo of Christian Bahls

Christian Bahls

  • 1 Post
  • 0 Reply Likes
A customer just asked for a very similar option. He would like to have the ability to modify the URL behind "download these items" in the notification email. Per default, this URL points to the sharefile homepage, where the users have to login with their sharefile-user. The customer would like to point that download URL to an internal URL for employees, but keep the default for customer-users.
Photo of Chad

Chad

  • 10 Posts
  • 1 Reply Like
I too would like improvements to the subject line.

This one from receiving notifications files have been downloaded.
 If one is not careful, and isn't very hard to not be careful. It may be nearly impossible to know which project is being downloaded. Etc.

This issue is a bit complex, depending upon the source of the notification.
Is it via the outlook plug in, is it via the website. Either way, it would be good to have the options to customized this.

Customization is king and key in our world. BTW, more could be said of that in branding at the outlook level.
Photo of Mark Fast

Mark Fast

  • 13 Posts
  • 0 Reply Likes
In addition to these good ideas, it would also be nice if the details section in the email notification were actually readable.  Currently they could easily be mistaken for fine print and blend in as a text blob.  When we require user information, it would be nice for that info to actually be displayed a little nicer.  We've added a 'Notes' field where the client can provide some additional information, but it is completely lost in the faded tiny text.  It would be nice if this was improved whether it's through my own customization or just a better default template.
Photo of Troy Center

Troy Center

  • 1 Post
  • 0 Reply Likes
I would like to see the option to completely disable the notification. Our customers get a link we send them when they upgrade, however they do not need to know that we uploaded a file. 

In the current state, we have to create a new folder and new links for every upgrade so that customers who downloaded data from the last upgrade are not alerted. 
Photo of spbriansp

spbriansp

  • 35 Posts
  • 5 Reply Likes
It would be great to hear from ShareFile where we are on this enhancement
Photo of MartinN

MartinN

  • 4 Posts
  • 0 Reply Likes
It would be great to configure the notifications mails via webbrowser like the Outlook-Plugin. At the time only the irrelevant options are customizable.
Photo of spbriansp

spbriansp

  • 35 Posts
  • 5 Reply Likes
It would be great to hear from ShareFile where we are on this enhancement
Photo of spbriansp

spbriansp

  • 35 Posts
  • 5 Reply Likes
My sense is that this board is no longer used by Sharefile staff that can help move this project along. Try their twitter handle.
Photo of Joy Dove Walker

Joy Dove Walker

  • 3 Posts
  • 1 Reply Like

Gheez. 3 years since a response. I wonder if the company is even looking for a solution? It's a little frustrating because this would be such a huge help when having to track emails.

Photo of Rico Droste

Rico Droste

  • 16 Posts
  • 2 Reply Likes
Lets not forget this thread. 
Photo of James Nettleton

James Nettleton

  • 1 Post
  • 1 Reply Like
Citrix, an answer would be nice.... Customers will leave if life becomes difficult for internal users to easily store their notifications away without spending hours finding out which notification belongs to which email.
Photo of David Wright

David Wright

  • 2 Posts
  • 0 Reply Likes

I agree, this would extremely helpful. I'd like to remove the URL information from the notification email. Any movement on this issue?
Photo of dungeoncrawl

dungeoncrawl

  • 26 Posts
  • 13 Reply Likes
Seems like this is still a need 4 years later.  A response from Citrix seems appropriate as well as overdue.