File approvals and notifications

Notifications

Huddle’s notifications are alerts to an action that has happened in a workspace. For example, a file upload, new comment or new discussion post. They update you straightaway on new activity in your workspaces so that you have full visibility of activities on all of your projects. Notifications sent directly to you by other users in your workspaces appear in your email inbox and on the dashboard page.

Once you have updated a document or provided comment on content in a Huddle workspace you can notify all of your team or just specific individuals. This avoids people’s inboxes being congested with notifications that aren’t relevant to them.

If a specific task has been assigned to you, you are notified automatically about the nature of the task and who has set it. To ensure that you don’t forget to complete the assignment, you will receive emails on the day the task is due to start, 48 hours prior to the task deadline and on the day the task needs to be completed.

If any modifications are made to the task, such as the description, status, due date or additional comments, users will automatically be notified each time.

With Huddle, task management is made simple for teams and managers alike. Rather than scrolling through all of your tasks to establish what progress has been made, you can instantly gauge where everything is by just looking at the real-time visual indicator.

Approvals

With Huddle, you can request and view approvals of files. When you upload a file into a workspace, simply click on the ‘Assign others to approve’ link and this will bring up a list of all users who have been invited into a workspace.

Select the relevant individuals or teams that you would like to review and approve the file using the checkboxes and set a due date with the calendar tool. When the document has been uploaded (or you click update) they will be sent an email notification, telling them that they have a document to review. A task will also automatically be set up in the workspace to ensure that the document is approved on time.

The document approval will then appear on each user’s dashboard in the Files Awaiting My Approval widget, on the Upcoming calendar, in the Tasks area of the workspace and against the file itself in the Files page. This ensures that critical decisions are not delayed due to document approvals being forgotten or overlooked.

Huddle will automatically chase users on your behalf to sign documents off by the required date. The traffic light system for document approval ensures that you can see at-a-glance which users have or have not yet approved documents. This is particularly useful when you are working with teams, clients, partners or suppliers on projects or campaigns. With Huddle reminding people or upcoming deadlines, word documents, artwork, video file can be approved quickly and efficiently.

Each user will also receive an automated reminder to inform them they must approve the file 48 hours before sign off is due.

If you want to set approvals for files that have already been uploaded into a workspace, just click the ‘Add Approvals and Notifications’ link from the File Details screen.