Document Follow
Added in version 12
Document Follow is a notification tool that sends users emails when changes are made to certain documents. Document Follow in ERPNext v16 works closely with Document Versioning, Sharing, Assignments, and the Timeline. This makes it a great tool for working together and keeping track of audits.
Document Follow lets users know when changes are made to documents they follow. This helps teams stay on the same page without having to check records manually.
1. How to Start Document Follow
To make Document Follow these alerts:
1. Go to:
My Settings > Settings
2. Scroll down to the section called “Document Follow.”
3. Check the box Send me notifications for documents that I follow.
4. Choose how often you want to get notifications:
- Right away
- Summary of the day
- Summary for the week
5. Keep your settings.
Once you turn this on, you’ll get email alerts when changes are made to documents you follow.
Notes:
- Notifications are only sent when changes are tracked.
- Frequency settings help cut down on email noise for documents that get a lot of Activity.
- Notifications are sent to the email address that is set up for your User account.
1.1 How to Follow Documents
To follow a document by hand:
- Open any file, like an Issue, Purchase Order, or Sales Invoice.
- Click Follow in the header or sidebar of the document.
- The Follow icon will show you that you are now following the document.
After you follow a document:
- You will get email alerts at the frequency you set.
- You can stop getting updates at any time by clicking Unfollow.
Important: You can only follow documents that have Track Changes turned on.
To turn on Track Changes:
- Go to the Document
- Select Customize from the Menu
- Turn on Track Changes
- Keep the changes you made.
1.2 Follow Automatically
When you turn on Document Follow, ERPNext will automatically follow documents for you in the following situations:
- When you make a new document
- When you change a document (edit it and save it)
- When you use the heart icon to like a document,
- When someone else:
- Gives you a document to read
- Gives you a document to work on
- Mentions you in a comment, if that makes sense
This makes sure that you always know what’s going on with documents you’re working on without having to check them yourself.
When something changes on a document you follow:
- An email is sent to let you know that:
- Name and type of document
- Changed fields
- Old and new values
- The user who made the change
- Date and time of the change
- When you click the link in the email, the document opens right away in ERPNext.
This is what an email alert for Document Follow will look like: