Alerts

Insightloupe offers automated Alerts on a project based on predefined criteria. This can be used to monitor technical developments, competitor activity, legal developments, etc. For example, changes to legal status, assignees, data tagging, legal risk marking, etc.

The Alerts module is divided into 2 different panes:

• left pane - This will contain all the filters that can be applied in the Alerts module.
• Main pane: The main pane will display all the Alerts created by you or other users in the form of card layout depending upon the filter applied.

Access to Alerts Module

Alerts module can be accessed from the Hamburger Menu by clicking on the Alerts module.

Preview Alerts

All the alerts created by you or other users will be displayed in the form of card. The alert card will display details like Alert name, project name, frequency, next planned date, description and label to indicate whether the alert is subscribed/unsubscribed/disabled. Hovering upon the Alert will display the primary button of the Alert, edit icon and ellipse icon with other action items releated to alert.

	Active	Disabled
Subscribed	View Latest Results	Enable Alert
Unsubscribed	Subscribe	Enable Alert

Create Alert

If alerts are enabled on the project, they can be created from the following places:

• Alerts Module
• Advanced Search
• Saved Searches
• Documents module

Follow the steps provided below to create an alert form Alerts module:

1. Click on the Create alert button to open the alert modal.
2. In the Alerts Detail tab, provide the Project name on which you want to create the alert, Alert Name, Frequency, Next planned Date, and Description about the Alert.
   • Only projects that have alerts enabled would appear in the dropdown list.
3. Configure a query to shortlist the documents which should be considered as part of the alert.
   • Users can create the query by clicking on the Build query using Advanced search button or they can click on the select query from saved searches button.
   • Check the checkbox Exclude documents which have already been captured in one of the previous instances of this alert if you want to ensure the same document that is shortlisted based on the query will never appear more than once in the alert.
4. Click on the Add Triggers dropdown and select a particular field of interest that you want to monitor and click on the Next button.
   • In all triggers, you can define a condition on any changes to the field to send an alert. For example, legal status changed from Granted to Opposed.
   • You can add multiple triggers like assignee, technology tags, etc. if you want to monitor changes in them.
5. Select the recipient from the dropdown to whom you want to send the alert notification, subject for the Email, and email Body.
   • The text under the Body field will be added under the “Result Summary” in the alert notification.
   • Users can edit font size, text color, etc. of the text under Body field using the rich text editor.
6. Users can also select the content to be included in the alert email from the following options:
   • Include number of documents only: It will only include the number of modified documents.
   • Include document details: Users can select the fields corresponding to the document types that they want to share in the alert email.
7. Click on the Submit button to save all the changes.

Filter Alerts

Using the filter option, users can apply multiple fiters at once to pinpont specific alert. Following are the filters available in the Filters tab:

• Alert type (My Alert/Other Alert)
  • My Alerts: It will have the all alerts created by you on various projects.
  • Other Alerts: It will have the alerts created by other users on the various projects to which you have access.
• State (Active/Disabled)
• Subscription Status (Subscribed/Unsubscribed)
  • Subscribed: It enable users to filter out all the alerts that have been subscribe by you.
  • Unsubscribed: It enable users to filter out all the alerts that have not been subscribe by you.
• Projects: It enable users to filter out the alerts based on project name. Only project to which the user have access will be visible in the dropdown.
• Frequency: It enable users to filter out the alerts based on frequency selected on the alert.
• Recipients: It enable users to filter out alert based on the alert recipients selected while creating the alert.

Follow the steps provided below to apply filters:

1. In the left pane, select the filter and selecting values from the dropdown.
2. Click on the Apply button in the filter tab.

Alert Notification

The Alert Notification will be sent to the Recipients whenever there are document captured in the Alert period. The Alert Notification includes the tile of Alert, project name, Description (added during alert creation), and the Result Summary section. Depending upon the selection made on alert content to be included the alert notification will vary accordingly.

If Include number of documents only is selected, then the alert will only show the list of New and Modified Document. If Include document details is selected, then it will include the technology tags and data corresponding to the fields selected for document type in the alert Notification.

Other Action on Alert

There are some other actions available for each alert upon hovering over the alert card depending upon the access on the project on the Alerts module:

Role	Client Normal & Manager User	EVS Normal User	EVS Manager User
Edit My Alerts	No	No	Yes
Edit Other Alerts	No	No	Yes
Trigger	No	No	Yes
Preview Result	Yes	Yes	Yes
Previous Workflow Details	No	No	Yes
Subscribe/Unsubscribe	Yes	Yes	Yes
View Alert History	Yes(Only When Subscribed)	Yes(Only When Subscribed)	Yes(Only When Subscribed)
Disable	No	No	Yes
Delete	No	No	Yes

Edit Alert

The edit alert option allows users to make any changes to the alert. Only the EVS user with Manager access to project or the user who have created the Alert will be able to see the edit icon upon the hover. Follow the steps provided below to edit an alert:

1. Hover upon the alert card to see the edit icon and then click on the edit icon.
2. You can change search query, triggers, frequency of alert, next planned date, details in the alert notification, etc of the alert.
3. Click on the Submit button to save all the changes.

Trigger Alert Manually

This option allows users to send alert notifications immediately to the recipients. Triggering the alert manually will also change Next Planned Date.

Preview Results

This option allows us to visualize the alert results that will be captured in the next alert email. If no documents are captured in the alert result, a preview will not be generated.

While viewing the alert result the captured documents are marked as New or Updated, where the New marked documents are the newly uploaded documents during the alert period and the Updated marked ones are the documents that were already uploaded in the project but had some changes during the alert period.

View Alert History

This option allows users to view the alert results that have been sent in the past alert notification.

Delete Alert

Clicking on the delete icon will delete the alert. This change will be permanent and cannot be reversed.

Disable Alert

Clicking on the Disable alert will stop the processing of the alert and email will not be triggered on the next planned date even if there are documents captured in the next alert.

Subscribe/Unsubscribe Alerts

Users can subscribe/unsubscribe to the alerts created by other users on the project to which they have access in addition to creating their own alerts. Follow the steps provided below to subscribe/unsubscribe to alerts:

1. Hover upon the alert card and click on the ellipsis icon at the top right corner of card.
2. Click on the Subscribe or Unsubscribe option to receive the alert notification.

Request Alert

This option enables users to request a new alert along with specifying their monitoring criteria, alert recipients, and the frequency of the alert that they required. Follow the steps provided below to request alert:

1. Click on the Request Alert button in the breadcrumb bar.
2. Click on Project Name dropdown and select the project for which you want to request alert.
   • The project name dropdown will include the projects that the users have access to.
3. In the What do you want to monitor field enter the description of what you want to monitor in the alert.
4. Select the alert frequency and Other users interested in the monitoring results (alert recipients) from the dropdown.
   • The Other users interested in the monitoring results dropdown will have users with access to project selected in the Project name dropdown.
   • The user can also select multiple users at once.
   • Users can also upload an attachment to provide more inforgitmation on the alert request.
     • Allowed file types for attachments are: .doc, .docx, .xlsx, .pdf, .png, .jpg.
5. Click on Submit Request button to share the request.

::: tip[Note] The alert request email will be sent to last 5 EVS user with Manager access that logged in within the last six months and Solution Support. :::