This guide provides step-by-step instructions for setting up and managing Files and Records notifications in Prism. It covers creating notification roles, configuring settings for the Files and Records module, and assigning users to these roles at the property level. These notifications help users stay informed about important documents and contracts without being overwhelmed by excessive alerts.
- Overview of Files and Records notification configuration
- Accessing and managing notification roles for Files and Records
- Reviewing existing roles for Files and Records notifications
- Selecting specific notification types (Digest Certificate, Contract, and Lease)
- Methods for assigning roles (property grid and property information page)
- Overriding default notification configurations at the property level
- Example of a Digest Contracts notification
To receive notifications for Files and Records, you will need to create a role.
If this is your first time setting up notifications, please refer to the Configuring Notifications in Prism
1. Click on Admin > Roles to review existing notification roles.
2. Click on the blue name of the desired notification role (default or custom) to access its settings.
3. Ensure the toggle to the left for the Files and Records module is blue (enabled)
4. Select one or more of the following notification types from the dropdown menu of the Notification level:
- Digest Certificate
- Digest Contract
- Digest Lease
These digests are sent every Wednesday, helping you stay informed without excessive notifications.
6. Click "Save Role" afterward to ensure the changes are saved.
7. Then, add users to this role at the property level using one of the following methods:
From the property grid:
Check the box to the left of the Property or Properties you wish to add the User/Role. Once at least one Property has been selected, buttons will appear at the top of the Grid. Click Add Contacts and choose the appropriate Role and Contact(s). Then, click Save.
From the property information page:
To link the Role to a Property from within the Property's page, click the name of the chosen Property from the Property Grid. Navigate to the Contacts tab and click Add Contact.
A new window will pop up. Select the Role and Contact(s) from the dropdown menus. Then, click Add Role.
Notification Roles can be overridden at the Property level. Within My Properties, select a Property. Navigate to the Notifications tab, and check the box next to "Override default notification configuration from management company." From here, edits can be made by clicking the dropdown menu. Once an edit has been made, the change is automatically saved.
Below is an example of a Digest Contracts notification, which includes a summary of contracts nearing their expiration dates
