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Managing Subscriptions

KRIS allows the user to sign up for subscriptions on their topic of interest across multiple files/folders so that they can receive alerts when there is an activity within these files. You may subscribe yourself as well as other users.

An example of usefulness in an organisation is where your function is as a Service Desk Staff. Your CRM system automatically creates a record into KRIS whenever a user raises a new service request. You & your team can be notified when a New Document is created so that you can promptly act on it.

Creating a Subscription:

Start by clicking the “My Subscription” on the left side pane. It will display the list of Subscriptions that you have subscribed or someone else has subscribed on your behalf.

Step 1: Identify the subscription title & relevant files.

  • Click “Create New Subscription“.
  • Enter a description for the subscription, and proceed to click “Add File Ref” to select relevant files you are interested in monitoring.

  • From the list shown in Subject File References, select files by ticking the line item, and then click “Add” when you are done.
  • You may select multiple files. The criteria section enables searching for specific files.

  • Click “Next” to confirm your selection at this step.

Step 2: Selecting users to be in the distribution list.

  • Select user by their names, click add to include them in the chosen list. You may select users within the same department with the former “Add” button, and other users by the latter.
  • Click “Next” to confirm your selection at this step.

Step 3: Determine alert/notification for each activity type to be set for your subscription.

  • There are 2 types of trigger options available:
    • Trigger Event – Daily: Refers to a daily summary email of the selected events done on the subscribed file references will sent out daily at scheduled time​.
    • Frequency – Immediate: Refers to when an email will be sent out whenever a selected event is done on the subscribed file.​
  • Activity Type includes New Document/Attachments/Version, Check-In/Out, Edit, Refile, Delete & Recover (see below for full list).

  • Click “Create New Subscription” to confirm your selections & a new subscription will be created.

Updating a Subscription:

  • You can only edit a subscription created by you.
  • Select the subscription that you want to update using the checkbox, then click “Update subscription“.
  • The following details can be updated:
    • Description of Subscription Title
    • Add/Remove File References
    • Add/Remove Chosen List of Users
    • Modify Trigger Options
  • All steps involved are similar to Creating a Subscription.

Deleting a Subscription:

  • You can only delete a subscription created by you.
  • Select the subscription that you want to delete using the checkbox, then click “Delete subscription“.
  • System message will prompt as below.

  • Click “OK” to confirm.

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