Many companies, that use Vault Workgroup or Vault Professional, use file based lifecycle management because it is a very configurable and robust. But there has always been something missing that you could only get with Vault Professional and full Change Order release management, email notification on lifecycle change. All together now with a big hurrah, that limitation is a thing of the past with the new Imaginit Vault Client Utilities 2015. It is also available for users of Vault Professional that want to use items but do not what to move to the full Change Order release management.
This highly configurable tool will send email notification to any number of Vault users or groups when any lifecycle change occurs. This tool has so many options I cannot describe them all here so I am going to pick out the high points and insist you try them yourself.
As mention before, you can configure email notification rules for both files and items. Let's take a look at file lifecycle management first. The first step is to configure you email setting to use your SMTP mail server. There is a convenient button to test the system to make sure it is working properly.
Next you choose the Vault folder structure and file category you wish to monitor or select the complete Vault including all categories. Then you select the named lifecycle you wish to use and the state change you wish to monitor. Then you can select the default email template or create a custom one if you desire. Fill in Vault user or group email address and you are ready to go.
When the lifecycle configuration settings are meet, an email will be sent displaying all the files that fit the criteria using your selected template. Now that is cool!
Item lifecycle email notifications are configured in a similar fashion with the only differences being the selection criteria. Select the item category to include, item properties can be specified if desire to make it a very selective search. Select the lifecycle state change you wish to monitor and last the email template you want to use.
It is that easy to make sure everyone has notifications for lifecycle changes in your Vault database. Now one of the best features is that you can group notification routines for different criteria. This allows for you to configure notifications for almost unlimited situations and criteria.
The Imaginit Vault Client Utilities are offered at no charge to Imaginit Vault Subscription customers and for a nominal fee for those you are not. So hop on over to the Imaginit Productivity Now website and get your copy today. One last thing, there are a lot of other cool utilities, I have just mentioned one!