Be told the moment it happens.
Alert rules watch your documents and tell you when something happens — a first open, a download, a location shared, a wrong password, or a document nobody has opened in time — in DocuTrack, by email or on WhatsApp.
- Nine things to watch for
- DocuTrack, email and WhatsApp
- Every document, or some departments
- Only at the hours you choose
What a rule can watch for.
First open
The moment someone opens their document for the first time — the best time to call.
Every open
Each time someone comes back to a document, with a wait between alerts if you want one.
Downloaded
When someone downloads their copy of the PDF.
Location shared
When a recipient lets their browser share where they are, with the address and a map link.
Location declined
When a recipient refuses to share their location.
Right password
When a protected document is unlocked.
Wrong password
When a wrong password is entered on someone’s link.
Password not delivered
When a document’s password could not be sent to its recipient.
Not opened in time
When someone has not opened their document a set time after it was delivered — an hour, a day, a week.
A rule in three steps.
Name the rule and choose what sets it off, and what goes in the alert: where they were, their device, their internet address, and a link to the document. Choose every document or only some departments’. Then choose who is told — a notification in DocuTrack, the person who sent the document, other email addresses, WhatsApp numbers — and at what times.
Kept under control.
Test it first
Send a sample alert through every channel of a rule, and see what arrived and what did not, and why.
Quiet hours
Keep a rule to working days and hours, in your company’s time zone.
No floods
Wait an hour or a day before alerting again about the same recipient.
Pause and resume
Switch a rule off for a while without losing it, or duplicate it to make another.
Every alert listed
The page lists every alert sent: when, by which rule, what happened, to whom, and anything not delivered.
Straight to the document
Each alert links to the document in DocuTrack, in the right company.
Questions, answered.
Can I be alerted when a document is opened?
Yes. Alert rules tell you when a document is opened for the first time or every time, downloaded, or not opened within a time you set; when a recipient shares or declines to share their location; and when a password is entered, right or wrong. Alerts arrive in DocuTrack, by email — to the sender or to anyone you list — or on WhatsApp, at the hours you choose.
Works with
Know when it’s opened.
Send your next document with a tracked link for every recipient — on WhatsApp or by email, with a certificate of delivery at the end.