Document notifications settings are available to every user in Notifications menu and can be adjusted at any time.
Project administrators can enable document notifications for their users during the invitation and change them any time later on the user card or in bulk for selected participants.
Change notifications for participants in bulk
To change document notification settings for one or more participants:
Select target users or groups and right-click on any of them.
Select Send document updates.
Select the frequency in the dropdown menu:
Never
Every 30 minutes
Hourly
Daily in the morning
Daily in the evening
If a group is selected, notification settings are updated for all its participants.
ℹ️ Notifications set to "Daily in the morning" or "Daily in the evening" are sent out at 8 AM or 4 PM respectively according to a user's time zone settings selected in Personal info.
When notifications are sent
The email notifications are sent out according to the selected frequency in the below scenarios.
New documents were uploaded in the specified time frame (after enabling the setting).
For example, the chosen frequency is "Hourly". Every hour, the system checks whether there have been any changes and notifies the users if any. If there were no uploads within the past hour, a notification will not be generated.
New documents became permitted to the user, meaning their permission was changed from "No access" to any higher.
For example, you have a folder hidden from users while working on arranging the documents in it. After you permit the users to see this folder, they will be notified about new documents, regardless of the date they were uploaded.
New documents copied or moved from a hidden folder to the permitted and inherited permissions of the destination folder.
For example, the users have access to folder A, but not to folder B. You need to share a few documents from folder B and add them to folder A. This will be considered as a new upload and users will be notified about these additions.
💡 Alternatively, project administrators can send notifications about any document from the Documents tab when needed.
How notifications look
The notifications are sent with the following information:
1. Documents Added (All Users)
When new documents are added to a data room, you’ll receive an email with:
Subject:
<Project name>: documents were addedDetails included:
The data room (project name)
A list of added files and their folders
👉 If many files are uploaded at once, the email will show:
The folder name
The number of files added (instead of listing each file)
2. Documents Uploaded or Deleted (Admins Only)
Administrators receive notifications when documents are uploaded or deleted.
Subject:
<Project name>: documents were uploaded or deletedDetails included:
The affected files and their folders
The name of the person who uploaded the files
👉 Admins can also choose to see their own activity (files they uploaded or deleted) by enabling the “Uploaded and deleted documents by me” setting.