Sharing Notifications
When a record is shared, the recipient can be notified by e-mail.
Where to find it
Architect Panel → Configuration:
- Multitenancy — the tenants themselves
- Custom Tenant Information Fields — your own fields on a tenant
- Instance Configuration Fields — settings held per tenant
Architect Panel → Layout & Pages:
- E-mail Templates — the message sent
Architect Panel → Integration & Connections:
- E-mail Accounts — the account it is sent from
Architect Panel → Activity:
- Error Log — where a failure to notify is recorded
How it is configured
Three things: whether notifications are on, which e-mail template is used, and which e-mail account sends them. All three must be set — a missing template or account means the share still happens and the notification does not.
Failures are recorded, not silent
If the account cannot be found, or the recipient cannot be resolved, the failure is written to the error log and recorded against the share. So a share that was not notified is discoverable rather than merely absent.
That is worth knowing, because the visible symptom is a recipient who says they were never told.
The share still works
A failed notification does not undo the share. Access has been granted; the person simply does not know. Which is a reason to check that notifications actually work rather than assuming they do.
Write the template for somebody outside
The recipient is in a different organisation. They need to know who shared it, what it is, what they can do with it, and until when — without internal jargon and without assuming they know your product.
Say if it expires
A share with an end date should say so in the message. Otherwise the first the recipient knows about it is when access stops, usually in the middle of something.
Do not put the content in the e-mail
The message should say a record has been shared and how to reach it, not reproduce it. E-mail leaves your control entirely, and the whole point of a share is that access is governed and revocable.
Consider whether to notify at all
For a working relationship where shares are routine and expected, notification per share becomes noise people filter. For occasional shares it is essential. Decide per situation rather than switching it on and forgetting.
Test it before relying on it
Share something with a test account in another tenant and confirm the message arrives, reads well, and the link works. This is a three-part configuration and all three parts have to be right.
Worked example
A platform notifies on share with a template naming the sender, the record and its expiry date, sent from a monitored address. Testing before launch found the configured e-mail account had been deleted, so shares would have been silently unnotified.
Recommendations
- Set all three — on, template, account.
- Test with a real share to another tenant.
- Say who shared it and until when.
- Never put the record content in the message.