How to share objects without generating notifications
When you share an object in ÃÛ¶¹ÊÓƵ Workfront, the people you are sharing the object with receive an email notification about the sharing.
Receiving an email notification when someone shares an object with you is important to be aware of this change. However, too many notifications might be too confusing for users. If you want to share a large number of objects with users at one time, temporarily disabling notifications will help avoid the confusion.
People receive email notifications when the following settings are enabled at the same time:
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One or both of the following Event Notifications are enabled at the system or group level:
- Object Share to User
- Object Share to Team is enabled at the system or group level.
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One or both of the following email notifications are enabled in the user’s profile:
- Someone shares an object with me
- Someone shares an object with my team
If you need to share multiple objects with multiple people (in bulk), but you do not want them to receive email notifications about this change, do the following:
Access requirements
You must have the following to share objects:
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| ÃÛ¶¹ÊÓƵ Workfront plan | Any |
| ÃÛ¶¹ÊÓƵ Workfront license* |
New license: Standard Or Current license: Plan |
| Access level configurations |
View access or higher to the objects you want to share Edit access to users NOTE You must be a system or group administrator to check for the status of Event Notifications for the system or the group |
| Object permissions | View permissions or higher to the objects you want to share |
*For more information, see Access requirements in Workfront documentation.
Share objects without generating notifications
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Ensure that the following Event Notifications are enabled at the system or group level:
- Object Share to User
- Object Share to Team is enabled at the system or group level.
For information, see Configure event notifications for everyone in the system.
If these event notifications are not enabled, the notifications about sharing an object will not be sent to the users. If one or both are enabled, continue with the following steps.
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Click the Main Menu icon
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Select multiple users in the list, then click Notifications > Miscellaneous.
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Disable one or both of the following notifications (depending on which ones are enabled from the system or group level):
- Someone shares an object with me
- Someone shares an object with my team
Ensure that all selected users have these notifications selected before you disable them. This way, you can re-enable them in bulk for all of them after you share the objects.
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Click Save Changes.
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Go to a list of objects that you want to share and select the objects, then click the Share icon at the top of the list.
For information about sharing a objects in bulk, see Share an object.
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Go back to the list of users for whom you disabled the notifications and select the same users.
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Select the same users in the list, then click Notifications > Miscellaneous.
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Enable one or both of the following notifications (depending on which ones are enabled from the system or group level):
- Someone shares an object with me
- Someone shares an object with my team
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Click Save Changes.
The objects were shared with the selected users and none of them received any email notifications about this change.