New content notices by e-mail

When the team publishes something new in a space, whoever has access to it gets one e-mail with the title and the button to open it in the app. That way the person who doesn't come in every day hears about the event, the course or the call in time, without the team building a campaign by hand (and without using up the campaign quota).

#What sends a notice

No per-item notice for: Feed short posts, classifieds, gallery photos, new lessons and comments. They are too frequent or come from members; they go into the weekly digest, if the community turned it on.

#The Notify by e-mail box

When publishing one of these items, the team (owner, admin and moderator, depending on the module) sees the Notify by e-mail · N people box, checked by default. The number already leaves out whoever turned the category off and whoever publishes. Below it: "The notice goes out 10 minutes later, to whoever has access and kept the category on."

• Unchecked, "Nobody gets an e-mail about this publication, and it won't notify later." Useful for a fix or a test. Unchecking doesn't change anyone's preference.
• When you publish, a message confirms: "E-mail notice to N people in 10 min."
• Content published by a member never sends a notice, and the box doesn't show for them.

#The rules

• The member's preference always wins. Only whoever has the category on in E-mails from this community gets it. All start on.
• Who gets it: the active member who has access to the space and the item, by the same rule that decides what they see in the app (Visibility and access). The publisher doesn't get it.
• Paid entry. In a community with paid entry, a members-only post does not notify people still waiting for their entry to be released, because they cannot open it.
• 10-minute wait. The notice goes out 10 minutes after publishing. When it goes out, it checks that the item is still published and not deleted, uses the title at that moment and checks the preference again. Published by mistake and deleted before? No e-mail goes out.
• Once per item. Editing, changing the date, unpublishing and publishing again, closing and reopening the call: nothing resends. The message says "This item already had its e-mail notice; nothing was sent again."
• Never in the past. A backdated post, imported content and an event that already happened don't notify; the box doesn't even show.
• Moderation. An item waiting for approval only notifies when it is approved, if the box was checked.
• At most 3 notices per person per day in the same community. Past that, the notice doesn't go to that person (the item stays in the weekly digest). It doesn't use the campaign quota.
• Privacy. The team only sees the number of people, never who turned what off. The e-mail only shows what the item shows to whoever has access.

The e-mail goes out in each person's language (or the community's), with dates in the community's time zone and its color, and carries in the footer the one-click unsubscribe of that category. See E-mails from this community › One-click unsubscribe.

#Example

The coordinator opens the annual meeting's call for papers with the box checked (Notify by e-mail · 1,240 people). Ten minutes later, 1,240 members with access to the space get the e-mail with the title and the deadline. She fixes the title the next day: no new e-mail. Whoever clicks No more Calls for papers notices keeps getting the event ones.

#Through the assistant (MCP)

The publishing tools take notify_by_email (on by default, as in the app) and return email_notice with scheduled, recipient_count and, when it doesn't go out, the reason: create_event, create_post, create_poll (in Content), update_course, update_download_item, publish_product, update_call_status and open_survey. get_email_notice_recipient_count gives the "N people will get it" before publishing. See Tools · Community.

#In the API

The publishing routes take notifyByEmail (default true) and answer with emailNotice (scheduled, recipientCount, reason). GET /api/content-notices/recipient-count?type=… counts who will get it (by itemId, or by spaceId before the item exists), for the team that publishes in that module.

#Related

• E-mails from this community
• Platform e-mails
• E-mail campaigns