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Creating User Groups & Sending Content Alerts

This article explains how to create user groups, assign users to groups, and send content alerts with optional prompts to improve how users engage with new content.

Creating User Groups and Sending Content Alerts

Once notifications and content alerts are enabled at the workspace level, the next step is to create user groups. User groups allow you to send content alerts to multiple users at once instead of notifying individuals one by one.

1. Creating a User Group

To create a user group:

  1. Navigate to User Groups from the left navigation bar
  2. Click Add User Group
  3. Enter a Group Name (e.g., "Demo")
  4. Optionally add a Description
  5. Click Save

The group will now be available for assigning users.

2. Adding Users to a Group

After creating the group:

  1. Click into the user group you created
  2. Select users from the available list
  3. Click Add

The selected users will now appear in the group list and are ready to receive notifications.

3. Sending Content Alerts

Once groups are created, you can send alerts to them easily.

Steps to Send a Content Alert

  1. Navigate to Library
  2. Select a piece of content
  3. Click the Notify Users button at the top
  4. Click Notify

4. Selecting Groups and Adding Prompts

After clicking notify:

  • You will see a list of available user groups
  • Select the group(s) you want to notify

Optional: Add a Prompt

  • You can enter a custom prompt, or
  • Use a suggested prompt provided by the system (if content was recently added)

Example:

  • For content about a foundation process, a prompt can guide AskOn3 to surface relevant details tied to that topic

This allows AskOn3 to:

  • Initiate a specific prompt
  • Pull additional related information
  • Enhance how users engage with the content alert

5. Sending the Notification

  1. After selecting groups and adding a prompt (optional), click Notify
  2. A confirmation will appear
  3. The notification is sent to the selected users

This completes the process.

Key Takeaways

  • User groups simplify sending alerts to multiple users
  • Groups are created once and reused for future notifications
  • Content alerts are sent from the Library → Notify Users button
  • Prompts can guide AskOn3 to provide more relevant context
  • Notifications are sent instantly after confirmation