About File Assignment notifications
When you create and edit file assignments in SDL Trados Studio 2015, SDL Studio GroupShare 2015 sends out email notifications to the users assigned to work on the GroupShare project files.
Email notifications keep the users involved in a GroupShare project up-to-date on the status of current assignments and give them direct access to their project assignments and to the GroupShare server where the project is published. This eliminates project managers' task to manually inform users about assignments and users' task to manually connect to the relevant project.
File assignment notifications inform users that:
- they have been added/removed from the list of users assigned to work on the files in the current phase
- other users have been added/removed from the list of users working on the files in the current phase
- they can start/stop working on the files in the current phase
GroupShare sends the notifications to the email address that you specify in the User Account Details window when you create or edit a GroupShare user.
Phase Change notification email
When you change the phase for one or more files from Studio, GroupShare sends out a Files Ready For You email message. This email notifies the users assigned to work on the files in the current phase that they can start working on the files.
Users with Check Out My Files permissions can now check out the files from the GroupShare server and start working on them in Studio. After completing the assignment and checking in the files, users with Change Current Phase permission can advance the files to the next project phase. If the users are not assigned to the new phase as well, or do not have Check Out any Files permission, they are no longer able to access the files.
If there are other users already assigned to work on the files in the next phase, GroupShare sends the new users a Files Ready For You email message.
Assignment Changed/Removed notification email
When you change the users assigned to work on the files in the current phase, GroupShare sends out one of the Assignment Changed email messages. These emails notify the users already assigned to work on the files in the current phase that other users have been added/removed from the list of users assigned to work on the same files.
The users who are removed from the list of users working on the files in the current phase receive an Assignment Removed email message. This email informs the unassigned users that they can stop working on the files.
Email templates
GroupShare uses a predefined email template which defines the format and appearance of the notification emails and the information they contain. You can use your own email template to customize the email notifications that GroupShare sends out when file assignments are created and edited in Studio. You can specify customized email templates when you first install GroupShare or at any time from the GroupShare Console.