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About Notices

You compose and send a notice when collaborating on a document. You can send notices to anyone in the Staff or Contacts registers. Notices in Proliance serve three purposes. They allow the sender of a document to specify:

• Who should receive the document
• The recommended action that should be performed next
• The expected due date for completion of that action
• A custom message to display to all recipients

They allow the recipient of a document to know:

• Whether they are expected to perform a certain action
• The time frame for that action
• More details from a custom note

For the sender, a notice is similar to an address label that is affixed to a package. For the recipient, the notice behaves like a "sticky note" affixed to a document that someone has dropped off on their desks. For Proliance, they notify a workspace or organization that one of its documents has been synchronized.

Notices sent directly to you appear in the My Notices register in the Organization, Workspaces and Portfolios work areas. The Organization work area also displays current totals of notices by Priority, Date, and Type.

Important: (Large Notice Volumes): To improve the response time of the Organization work area page, the notice totals in this page will NOT be populated if that Organization has more than 100,000 notices. Instead, click Update to display the current totals. Be aware that it may take a few minutes to calculate and display these totals if you have a large Proliance implementation.

When you send a notice by forwarding a document or performing a workflow action, you will see the following fields:

• To:The people who should receive the document.
• From:The user ID of the person composing the notice. This information is for display only.  
• CC:The people who should be copied on the document.  
• Recipient Action:What the recipient of the document is expected to do. Normally, this is 'Review & Reply'—this results in the document being returned with the same state. However, the required action can be a workflow action that alters the state of the document. (Note anyone with the appropriate security role can still alter the workflow state of the document, regardless of the recipient action.) Normally, one of the 'To' recipients performs the required action, but Proliance allows anyone with the appropriate security to perform the action. The required action only needs to be performed once, regardless of the number of recipients listed.
• Custom Message:A message that will be displayed in the "sticky note" that appears when a recipient opens the document.  
• Priority:The level of importance of the document. Recipients can sort their notices based on priority. The default priority of the notice is the same as the priority of the accompanying document.
• Due Date:The date when you expect a response from the recipient. You can leave this date blank if you don't expect your recipients to take any action. This date is for reference only.

When you receive a notice, you see these fields on the sticky note affixed to the document:

• Recipient Action:What the recipient of the document is expected to do. Normally, this is 'Review & Reply'—this results in the document being returned with the same state. However, the required action can be a workflow action that alters the state of the document. (Note anyone with the appropriate security role can still alter the workflow state of the document, regardless of the recipient action.) Normally, one of the 'To' recipients performs the required action, but Proliance allows anyone with the appropriate security to perform the action. The required action only needs to be performed once, regardless of the number of recipients listed.
• Sent By:The user ID of the person who sent the notice.
• To:The people who received the document.
• Due:The date when you are expected to respond to the sender. This date may be blank if the sender doesn't expect you to take any action. This date is for reference only.
• Message:The custom message that the sender typed before sending this document.

If one of your notices is no longer valid, Proliance updates it so that you do not perform any unnecessary tasks on the accompanying document.