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Subscribing to Items in Workfront

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The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

 

Understanding Subscriptions

Workfront sends notifications about items you are assigned to or that you own. If you want to follow the communication on items that are not assigned to you but might impact your work, you can subscribe to them.

You can also keep your manager and peers updated on your work by subscribing them to the Update Stream of items to which you have Manage and Share permissions. 

Currently, you can subscribe to the following items:

  • Issues
  • Tasks
  • Projects
When you subscribe to issues, tasks, or projects, you receive in-app notifications when someone posts a comment to them. Depending on the features you have enabled, you may also receive email and mobile app push notifications for items you are subscribed to.

NOTE You will not be notified for any other events that happen on the item you subscribe to. You will only be notified when someone posts a comment to the item. For more information about working with subscriptions, see "Considerations about Working with Subscriptions." 

Access Needed to Subscribe to an Item

If your system administrator has enabled the "View only updates in which they have been included in the conversation" option in your Access Level, you cannot subscribe to items in Workfront. 
For more information about adding additional restrictions to Access Levels, see "Creating and Managing Access Levels."

If the "View only updates in which they have been included in the conversation" option is not enabled in your Access Level, you can subscribe to items you have permissions to at least View.  

Subscribing to Items

The process for subscribing to an item is identical for all items.

For example, to subscribe to an issue:

  1. Navigate to the issue you want to subscribe to.
  2. From the Issue Details area, click Subscribe, next to the silent bell icon.
    subscribe_button_on_issues.png
    The link changes to Subscribed and the bell icon changes into a ringing bell. 
    Screen_Shot_2017-05-04_at_8.52.48_AM.png
You are now subscribed to the issue. The Update Stream of the issue records that you have subscribed to the issue. 
Every time someone comments on the issue, you receive an in-app notification. Depending on the features you have enabled, you may also receive email notifications and mobile app push notifications.
To learn more about subscription email, see "Configuring Email Notifications."
To learn more about mobile app push notifications, see the "Viewing Notifications" section in "Workfront Mobile App."

Unsubscribing from Items

You can easily unsubscribe from an item in Workfront. The process for unsubscribing from an item in Workfront is identical for all items.

For example, to unsubscribe from an issue:

  1. Navigate to the issue you want to unsubscribe from.
  2. From the Issue Details area, mouse over the Subscribed link, next to the ringing bell icon.
    The link changes to Unsubscribe.
    unsubscribe_button_on_issues.png
  3. Click Unsubscribe. The link changes to Subscribe and the bell icon changes into a silent bell. 
    This unsubscribes you from the issue. 

You can also unsubscribe from an item you are subscribed to by clicking the "Unsubscribe" link in the subscription email. For more information about how to unsubscribe from email subscriptions using the "Unsubscribe" link in the subscription email, see the "Opting Out of Email Notifications" section in "Receiving Email Notifications."

Once you are unsubscribed to an item, you no longer receive notification when someone comments on the issue.

The Update Stream of the item records that you have unsubscribed to the issue.

Managing Subscribers

You can manage who subscribes to projects, tasks, and issues to which you have Manage and Share permissions.

Subscribing Others to Items

To subscribe another user to an item:

  1. Navigate to the item to which you want to subscribe another user.
  2. Click the number bubble next to the Subscribe link.
  3. The Subscribers page for the item displays.
  4. Begin typing the name of the user in the Subscribe others type-ahead field, then select the user from the options displayed. 
    mceclip0.png
  5. (Conditional) To add more subscribers, repeat step 3.
  6. Click Save.

The subscriber is not notified of the subscription; however, a journal entry of the subscription is added to the Update Stream of the item.

All subscribers are given View permission to the subscribed item. If the new subscribers already have permissions to the item, their permissions remain intact.

mceclip2.png

When someone adds a comment to the Update Stream of the item, the subscriber receives an in-app notification. Depending on the features your system administrator has enabled, the subscriber may also receive email and mobile notifications for the item.

mceclip4.png

To unsubscribe a user from an item:

  1. Navigate to the item from which you want to unsubscribe another user.
  2. Click the number bubble next to the Subscribe link.
  3. The Subscribers page for the item displays.
  4. Click the "X" next to the name of the user you want to unsubscribe.
    Or,
    Begin typing the name of the user in the Search for people in the list field, then click the "X" next to the name of the user you want to unsubscribe.  
    subscriberSearch.png
  5. (Conditional) To unsubscribe more users, repeat step 3.
  6. Click Save.

The user is not notified of being unsubscribed from the item; however, a journal entry is made to the Update Stream of the item.

unsubscribeUpdate.png

Unsubscribing Others from Items
Receiving an In-App Notification

Immediately after someone posts a comment on an item to which you are subscribed, you receive an in-app notification. 

subInappNote.png

For more information about Workfront in-app notifications, see "Using In-App Notifications."

Receiving the Subscription Email

Depending on the features your system administrator has enabled, you may receive subscription emails in addition to in-app notifications whenever someone comments on an item you subscribe to.
issue_subscription_email.png
For more information about the subscription email, see the "Receiving Subscription Emails" section in "Receiving Email Notifications."

For more information about setting up or disabling email, see "Enabling and Disabling Event Notifications."

NOTE Even if you turn off subscription email, you will continue to receive in-app notifications whenever someone comments on an item to which you are subscribed. 

Viewing Who Is Subscribed to an Item

To see who is subscribing to an item:

  1. Navigate to an item for which you want to see the subscribers.
  2. (Conditional) If there are any subscribers to the item, the number of subscribers displays next to the subscription link.
    subscriber_visibility.png

Mouse over the number, and a list of users who subscribe to the item expands. The first 25 subscribers display in alphabetical order.

You can also view a list of subscribers by adding a Subscriber field as a column on a report or view for the subscribed item. For more information, see "Understanding Fields in Views and Reports."

Considerations about Working with Subscriptions 

You must consider the following as you are working with subscriptions:

  • Currently, as a system administrator, you cannot control what users can or cannot subscribe to. Anyone with View or higher permissions to any task, issue, or project can subscribe to them.
  • Subscriptions cannot be configured for a daily digest email. 
  • If you subscribe to a task, issue, or project and you are also the assignee, the Primary Contact, or the Project Owner, you will receive only the subscription email when someone comments on the item you subscribe to.
    For more information about email notifications that trigger when a comment is made on one of your items, see the "Notification Descriptions" section in "Configuring Email Notifications."
  • If you subscribe to an item and you make a comment on it, you will not receive a subscription email about that comment, unless you include your name in the comment. 
  • If the user who comments on the item makes the comment private by locking the comment, and you are not part of the same company as that user, you will not receive a notification for that comment. For more information about making a comment private to your company, see the "Updating a Work Item" section in "Updating Work."
  • You cannot build a report for subscriptions. An audit is recorded in the Update Stream of every item when someone subscribes or unsubscribes to the item.
  • Comments made on child objects do not trigger subscription notifications for parent objects. If you subscribe to a project, you will only receive notification of comments made on that project. You will not receive notification of comments made to child items associated with the project (i.e., tasks or issues), unless you subscribe to each child. For more information on object relationships, see the "Understanding the Interdependency and Hierarchy of Objects" section in "Understanding Objects."

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Anna wanted the Considerations piece to be at the end, because it was distracting users from the functionality. It is out of pattern for us, but I accommodated her request. 

Edit sections as more functionality is released, especially in the Considerations section and in-app notifications. 

***(THIS WILL BE A BULLET, AFTER 2017.2 BETA 3): (Optional) Click +<number>more to see the complete list of subscribers.  

This will replace this: https://workfront.zendesk.com/hc/en-us/articles/115000097553

**Do you need to update screenshots for subscriptions???**