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Email Notification Frequency - Comments

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Hello,

Apologies if this has been answered already but I was wondering if there is any way to change the frequency of the automated notification emails received when someone mentions you in a comment in a document/spreadsheet? Rather than printing the document to word and leaving review comments we were hoping to just leave comments in the live document but it seems every time a new comment is posted an email notification is sent out. Was looking to see if we could change this to say once an hour or so?

Please let us know if there is an option to change the frequency of the emails.

Thank you,

Joe

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5 comments

Date Votes
  • Mike

    Hi Joseph,

    Thanks for the question. Happy to provide an update and info here.

    Recently we rolled a new comment feature that essentially set it so that if someone comments or is directly mentioned on a comment thread, you are notified as a follower of that thread. Some of this is mentioned here and here, but As noted on there, we've received some feedback that the notifications can be too much. We are working on providing a toggle to enable/disable the setting to notify on each comment to the thread. We anticipate having that available in Q2 2021. I'll keep you apprised of that enhancement going forward.

    In addition, today these email notifications are bundled as normal, per your account settings, but you can adjust those settings through Classic Account Admin so you get them a little less frequently. Here's how to adjust those.

    1. Open Classic Admin

    From the lower left corner of Home, click on your name and select the option for Classic Account Admin. Next, navigate to the Settings tab. Note: Workspace Owner roles is needed here.

    2. Edit Settings and Enable Bundled Emails

    From the General tab in Settings (the default one) you should see a green button for Edit Settings. Click that and from here you can first enable the setting for Bundled Emails. The pop-up has a section that says Email Bundles and there's a checkbox for Delayed Email Notification. Select that checkbox.

    3. Adjust your Minimum and Maximum Delays

    Once you click the option to enable the delayed notification, these options appear. Manipulating these settings will impact when the bundled emails are sent to your members. There are two fields, one for Minimum Notification Delay, and one for Maximum Notification Delay. The boxes look like this:


    The default here is 600 seconds for the shortest time to wait to send, i.e. 10 mins. That means that if no other comments happen in that 10 min span, the user(s) will get an email of those notifications. The most it'll wait to send is 1800 seconds, or 30 mins. You could change this setting to be in Mins instead and set yours to something like no sooner than 1 hr or long than 2 hours, etc.

    Does that make sense? Let me know what questions you have here and if you need anything else.

    Thanks again and happy Monday!

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  • Joseph LoBrace

    Good morning Mike,

    Thanks so much for your response. This is exactly what we were looking for (just extending the delay time). Even better that its for the whole organization so we don't need to change everyone's options.

    Thanks again and best regards,

    Joe

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  • Mike

    You betcha! Have a great day 😊

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  • Joanna Duncan

    Hi, is there a way to accomplish this in NextGen? We'd like to extend the delay time on comments coming through to email, so that we only get 1 or 2 emails from Workiva a day, instead of an email for every single comment. Thanks for the help!

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  • Isaac Oard

    Hi Joanna Duncan
    You can bundle emails (both on the Workspace and Org level)
    I have linked two support articles for you. 
    Thank you!

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