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Creating Smart Alerts

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How to Create a Smart Alert

Smart alerts allow you to send notifications or label documents every time you get a match for search criteria.  The alert will be triggered by new data being added to your account that matches the criteria you set. To create a smart alert follow the steps below: 

Step 1

Click on ‘Smart alerts’ in the main menu. 

 

 

 

Step 2

Once on the ‘Smart alerts’ page, click the blue ‘Add alert’ button on the right side of the screen below your list of existing smart alerts. 

 

 

Step 3

You’ll now see a window pop up called ‘Modify Smart alert’. First, you’ll add a name for your alert in the ‘Alert name’ field (a). 


Next, you have the option of adding a description for your alert in the ‘Description’ field (b). 

Step 4

After naming your alert and adding a description you will select the location you want the alert to run against, from the ‘Source or workspace’ dropdown menu. When clicking on the drop down you’ll see a list of all Sources and Workspaces you have access to, as well as the option to have your alert set for ‘Everywhere’. The ‘Everywhere’ option includes all workspaces and sources you have access to. 

Step 5

Next, you’ll select the areas you want to search in. You have four options from the dropdown menu in the ‘Search in’ field: 
  1. Text content- the text of files within the source or workspace
  2. File Name- the names of files within the source or workspace
  3. Person- this searches against the indexed related users, which includes active participants in conversations or the participants in an email.
  4. Tag- any tags associated with files, sources, or workspaces within your chosen location.

Step 6

Your next step is to add the text of the exact match you’re looking for in the ‘Matches’ field. When this exact match is found in the location and item you’re running your alert against, you will receive an alert. 

 

 

Step 7

Once your alert criteria are defined, you will select the alert you want to receive from the ‘THEN’ field. You have four options to choose from in the dropdown menu: 
  1. Add tag- this option will allow you to define a tag you want added when your alert criteria are met. 
  2. Email user-this option will send an alert to one email address of your choosing. 
  3. Notify user- this option will allow you to choose one active Onna user to receive a notification within your Onna site when alert criteria are met. 
  4. Share with user-this option will allow you to choose one active Onna user to share the file (that triggered the alert) with.

Step 8

Once you’ve selected your alert type you’ll find a field to specify the details of your alert. For example, if you want to add a tag you will type in the tag you want added. Or, if you want to send an email you’ll type in the email address of the recipient you want to receive the alert. 

Step 9

Click the blue ‘Done’ button. 

 

 

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How to Manage a Smart Alert

Once you have a smart alert set up you have two options to manage your smart alert. 

First you can click on the name of your alert to modify and save changes for any detail of your alert (a). 


Second, you can make your alert active or inactive as needed by using the toggle to the right of the alert name(b). When toggled to ‘on’ the alert is active, when toggled to ‘off’ the alert is inactive. 

 
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How to Delete a Smart Alert

Step 1

To delete a smart alert click on the gray x on the right side of the row the alert is in. 

 

 

Step 1

You’ll now see a pop up box appear asking you to confirm you want to delete your alert. To confirm and delete, click the red trash can icon. 

 

 

 

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