3.8 Power Automate Notifications

Configuration of the Share Control Notifications solution is done in the settings of the SharePoint add-in.

Enable or disable the notifications module

You can enable or disable the notifications module. If the module is disabled, the Power Automate solution will terminate immediately and not send any notifications going forward. Existing notifications can still be stopped and commented on, and reminders for these will still be sent. Disabling will also hide the metadata fields within the Power Automate Notifications section.

Show or hide the notification fields

It’s possible to choose how many of the standard notifications should be visible when registering a contract. Standard notifications are the ones with the question “Add a notification?”. If these are disabled, they will be hidden in the registration view and notifications of this type will not be sent. If they are not used, it’s a good idea to disable them to make the execution time of the notification solution quicker.

Choose the notification language

Notifications are available in both English and Norwegian. Your choice here will affect the language of the notifications and reminders, but not the SharePoint add-in.

Set the reminder frequency

If a notification is not stopped immediately, reminders will be sent. The frequency set here is the amount of days between each reminder. We recommend 7 days as more frequent reminders can be excessive and annoying for the recipients.

If the frequency is set to 0 days, no reminders will be sent. This is equivalent to turning off reminders. For installations across multiple SharePoint sites, this option is only set on the main site and used for all.

3.8.1 Additional options

More advanced settings are found under Additional options. These are hidden by default, but can be made visible by pressing the blue button that says “Show additional options”.

Notification types

It’s possible to disable the different notification types. It’s generally a good idea to disable those which are not in use. This will only disable email notifications. The notification dates will still be visible when registering leases and notifications will still be shown on the frontpage dashboard.

Show/hide fields

The Time of regulation and Responsible fields pre-date the Share Control Notifications module and overlap somewhat with fields such as Notification date and Primary responsible. If you don’t need them, these fields can be hidden here.

Error messages

To ensure that installations work properly, errors are sent to ShareControl. When an error occurs, an entry is made in the error log. This entry is also sent to Share Control if enabled. If you don’t want this, you can disable it here. Daily status messages are also sent to ShareControl as a way to notify ShareControl that the solution is operational and has not stopped working due to lack of permissions or otherwise impacted by Azure settings.

3.8.2 Notification roles

Roles are used as abstractions for the notification recipients. Instead of directly assigning a person as responsible for a contract, you assign a person to a role, and a role to a contract. This makes it easier to transfer the responsibility from one person to another.

To create a notification role, you must fill in values in the two input fields at the bottom of the list and click the green button. The first column is the name of the role, and will appear in the dropdown menu in the registration view. In the second column you must assign the person who will receive notifications on behalf of this role. When you choose a person for this column you can select between all persons on your Microsoft 365 tenant, however you will not be able to save if the person you selected does not have access to the SharePoint site. You must create at least one role to use notifications.

Both the name and the person can be edited for a role by pressing the blue button. Notifications that are already sent will not be re-sent if a role is edited, but future notifications on existing contract will be affected by any changes. A role can be deleted by pressing the red button. However be aware that all contracts with the role assigned as responsible will lose its responsible role, and a new responsible must be assigned manually. Because of this, you should be careful about deleting a notification role.

3.8.3 Notification log

At the bottom of the settings page, you can find a complete notification log. This list shows all notifications that have been sent by the notifications module. Each row represents a separate notification with information about which contract it concerns and which library the contract is located in. Additionally, the description of the notification as well as the primary responsible and the notification date is listed. In the rightmost column, a history of the notification is displayed. This includes the date it was sent, the date it was stopped and by whom. This is also where you will find any comments submitted when the notification was stopped.

Below the notification log, the error log is displayed. An error is logged if the notification solution fails. We advice you to contact Share Control if you have recent errors logged as this could mean notifications are not sent properly.