You can set two types of email notifications through rules set in User Roles: notification of files being ingested into the system, and notification of files meeting specific tag or status requirements.
In this article:
Who Can Create a Notification Rule?
Only Admins and Role Managers can set notification rules, so if you're a user needing such an email notification, please reach out to your CORE System Admin or Team Admin.
When / How Often Do Users Receive a Notification?
File Ingest Notifications
Users on a user role or a user with a rule override that contain an ingest notification will receive an email notification every time a file meeting this criteria is uploaded to CORE. If files are uploaded in bulk, users will receive one email notification listing all the files that trigger this rule.
Status Notifications
Users will receive an email notification whenever a file that has been uploaded has a status added that meets the rule requirements. So, if the rule requires "an uploaded file's status is Approved", when the Approved status is applied to the file, the users with the rule notification will receive an email for that file.
Create File Ingest Notifications
File ingest notifications are created through rules on a user role. They can be as broad as being notified whenever files are uploaded into a project or production, or as specific as monitoring a specific asset type, such as VFX department files for a specific project listed as VFX-Element.
User Examples:
You're an Admin who wants to know that a newly onboarded team is actively using the system
You're an Asset Manager who needs to update keyword tags on files uploaded by your artists
How to Create a Notification Rule
To create a notification rule,
Go to the View Access Rule tab on either a User Role or a user's profile under Rules Override.
Select the +Add Rule button
Name the rule. We recommend naming it specifically for the notification, such as "Production Files Notification" or "VFX Department Files Notification" etc.
Once the rule is created:
Check Email on Ingest
Select the Domain
Select the tags and conditions of your email alert
Example: Domain = Film, Production is Big Buck Bunny, Department is VFX, Asset Type is VFX-Element
Save the rule
Once created, and once a file or files meets the rule conditions, it can take as much as an hour to receive a notification.
Create Status Notifications
Status Notifications are created the same way as file ingest notifications. When a file is uploaded, a status notification is triggered once the status criteria is met.
For multiple status change alerts, you'll need to create multiple rules.
How to Create a Notification Rule
To create a notification rule,
Go to the View Access Rule tab on either a User Role or a user's profile under Rules Override.
Select the +Add Rule button
Name the rule. We recommend naming it specifically for the notification, such as "Production Name Status Name Notification", so "Big Buck Bunny Creative Status Approved Alert".
Once the rule is created:
Check Email on Ingest
Select the Domain
Select the tags and conditions of your email alert
Example: Domain = Film, Production is Big Buck Bunny, Creative Status is Approved
Save the rule
Once created, and once a file or files meets the rule conditions, it can take as much as an hour to receive a notification.