Topics

Subscriptions


In This Guide

Overview of subscriptions

You use subscriptions to receive notifications for those events—such as when you are mentioned in a conversation—that matter to you. Below are the most common types of subscriptions.

Subscriptions for conversation events

Every time an editor posts to a conversation, Brightspot checks if other editors are mentioned in the post. If so, Brightspot sends notifications to those other editors who have a conversation subscription.

Subscriptions for conversation events.svg

Referring to the previous illustration—

  • Sam receives notification via his browser and email when he is mentioned in a conversation.
  • Sally receives notification via Slack and her browser when she is mentioned in a conversation.

Subscriptions for publish events

Every time an editor publishes an asset, Brightspot sends corresponding notifications to those editors who are subscribed to the publish event. Because publishing events occur very frequently, you can design your subscription to focus on only those publish events that matter to you.

Subscriptions for publish events example.svg

Referring to the previous illustration—

  • Sam has two subscriptions:
    • Whenever anyone publishes any content type to any site, he receives a notification via his browser.
    • Whenever anyone publishes an article to any site, he receives a notification via email.
  • Sally also has two subscriptions:
    • Whenever anyone publishes an image to the site Inspire Confidence, she receives a notification via her browser.
    • Whenever anyone publishes a video to the site Inspire Innovation, she receives a notification via email.

Subscriptions for workflow events

Every time content transitions from one status to another in a workflow, Brightspot sends corresponding notifications to those editors who are subscribed to the workflow event. Because workflow events occur very frequently, you can design your subscription to focus on only those workflow events that matter to you. The following diagram illustrates how granular your workflow subscription rules can be. (The transitions in the diagram are based on the illustration in Create a custom workflow.)

Subscriptions for workflow events diagram.svg

Referring to the previous diagram—

  • Sam has two subscriptions:
    • When any content for any site transitions through Submit or Resubmit in the Reporter workflow, Sam receives a notification via his browser.
    • When articles for any site transition through Submit or Resubmit in the Reporter workflow, Sam receives a notification via email.
  • Sally has two subscriptions:
    • When images for the site Inspire Confidence transition through Approve in the Proofreading workflow, Sally receives a notification via her browser.
    • When videos for the site Inspire Confidence transition through Approve in the Proofreading workflow, Sally receives a notification via email.

Subscriptions for translation events
Every time a translation transitions from one status to another (such as from Pending to Complete), Brightspot sends corresponding notifications to those editors who are subscribed to the corresponding event. Because translation events occur very frequently, you can design your subscription to focus on only those events that matter to you. The following diagram illustrates how granular your translation subscription rules can be.

Subscription for translation events diagram.svg

Referring to the previous diagram—

  • When Sam submits articles for the site Inspire Confidence to Lingotek, and the translation fails, he receives a notification via email.
  • When Sally submits articles for any site to any translation service, and the translation status changes, she receives a notification via her browser.

Automatic subscriptions

Brightspot administrators can set up subscriptions that other users automatically receive.

  • All users automatically receive system-level subscriptions.
  • Users within a role automatically receive their role-level subscriptions.

Users can override the delivery options for their automatic subscriptions, and they can opt out of automatic subscriptions.


Configuring a subscription

A subscription sends notifications using a specified delivery option when a specified event occurs. For examples of the different types of subscriptions and events you can configure, see Overview of subscriptions.

The following procedure describes how to configure a subscription for a publication event. Configuring subscriptions for other events is similar.

To configure a subscription for a publication event:

  1. Access subscriptions by doing one of the following:
    To…
    Access subscriptions…
    Configure a subscription for yourself
    1. In the header, click your username > Profile. The Profile widget appears.
    2. Under Main, expand Notifications.
    Configure system-level subscriptions
    1. Click menu > Admin > Sites & Settings
    2. In the Sites widget, select Global. The Edit Global widget appears.
    3. Under CMS, expand Notifications.
  2. Under Subscriptions, click add_circle_outline. A form appears.
  3. From the Delivery Options list, select one or more of the available delivery options. (For an explanation about configuring delivery options, see Delivery methods.)
  4. From the Topic list, select Publish.
  5. From the Content Filters list, select one of the following:
    • Match All—Configures a combination of content types, sites, and watching for which all must be true to receive a notification.
    • Only First—Configures a subscription to receive a notification the first time any asset is published (instead of receiving a notification after every publish).
    • Query Match—Configures a subscription to receive notifications based on fields associated with a selected content type. For example, if an editor filters by article, the notifications filter can be further refined by other fields associated with articles, such as author, section, and tag.

      Widget showing fields for constructing a dynamic query

      Referring to the previous illustration, an editor receives a notification when an article is published by either Charles Dickens or Jane Austen in the section 19th Century Fiction.

    • Sites & Types—Configures a subscription to receive a notification when an asset is published for a combination of content types and sites.
      Widget showing combination of sites and types event combination for notifications
      Content filter for publish event

      Referring to the previous illustration, an editor receives a notification when an article or gallery is published to the site Inspire Confidence.
    • Watching—Configures a subscription to receive notifications when watching the published item.
  6. Repeat steps 2–5 to add additional publish subscriptions.
  7. Click Save.

Configuring a shared subscription

You can create a shared subscription to topics that other editors can use. This is a useful feature when a subscription has complex filtering criteria. For example, a group of editors are responsible for monitoring publications of articles and images tagged Astronomy to the site Inspire Confidence. One editor can make a subscription for those messages, and all the other editors subscribe to it.

To create a shared subscription:

  1. In the header, click your username > Profile > Main > Notifications > Subscriptions.
  2. Click add_circle_outline. A Subscription form appears.
  3. From the Topic list, select Shared. A form appears.
  4. In the Subscription field, click search. The content picker appears.
  5. Under Create, select the topic for the subscription, and then click New. A content edit form appears.
  6. In the Name field, type a name for the subscription. As a best practice, use a name that provides a cue about the subscription’s content filters.
  7. Using the following resources, complete the subscription for the selected topic:

  8. Click Save. Creation of a shared subscription is complete, and other editors can now use it.
  9. Click Back at the top of the content edit form to return to the content picker.
  10. Click the shared subscription you created, and close the content picker. You return to your profile.
  11. Click Save.

See also:


Configuring automatic subscriptions

Administrators can configure automatic subscriptions that other users automatically receive.

To configure automatic subscriptions:

  1. Access automatic subscriptions by doing one of the following:

    To…
    Access subscriptions…
    Configure role-level subscriptions
    1. Click menu > Admin > Users & Roles
    2. Select the role for which you want to configure a subscription.
    3. Toward the right of the widget, select more_horiz> Notifications. A widget appears.
    4. Under Automatic Subscriptions, click add_circle_outline. A form appears.
    Configure system-level subscriptions
    1. Click menu > Admin > Sites & Settings
    2. Click Global. The Edit Global widget appears.
    3. Under Main, expand Notifications.
    4. Under Automatic User Subscriptions, click add_circle_outline. A form appears.
  2. From the Subscription list, select the type of subscription you are configuring. (For a description of subscription types, see Overview of subscriptions.) A form appears.
  3. From the Delivery Options list, select one or more of the available delivery options.
  4. (Optional, for workflow and publication subscriptions) Under Content Filters, design a content filter that sends notifications. As a best practice, design a content filter that triggers as few notifications as possible for the users receiving the notifications.
  5. (For shared subscriptions) In the Subscription selection field, do one of the following:
    • Select one of the available shared subscriptions.
    • Create a new shared subscription.

    For information about shared subscriptions, see Configure a shared subscription.

  6. (For system-level subscriptions) Under Tool Entities do the following:
    1. Click add_circle_outline. A selection field appears.
    2. Select a user or role to receive this automatic subscription. If you select a role, all users in that role receive the automatic notifications.
    3. Repeat steps a–b to add additional users and roles.
  7. Click Save.

Reviewing, overriding, and opting out of shared and automatic subscriptions

The sections Configure a shared subscription and Configure automatic subscriptions describe how editors and administrators can create shared or automatic subscriptions. If you receive a shared or automatic subscription, you can override its delivery option, and you opt out of it entirely.

To review, override, and opt out of shared and automatic subscriptions:

  1. In the header, click your username > Profile. The Profile widget appears.
  2. Under Main, expand Notifications.
  3. Under Automatic Subscriptions, under Subscriptions, expand the required subscription. You can view the subscription’s delivery options and content filters.
  4. To cancel the subscription, from the Automatic Delivery Option list, select Disabled.
  5. To override the delivery option, do the following:
    1. From the Automatic Delivery Option list, select Override.
    2. From the Delivery Options list, select your preferred delivery option.
  6. Click Save.