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Stay informed about whereabouts of your assets by subscribing to filters. A subscription delivers periodic notifications about assets that match the criteria you define in an asset filter.
Creating a Subscription
There are two ways to subscribe to an asset filter:
From the Asset Navigator:
On the Asset Navigator, run a filter, and click Details > Add a new one.
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From the Filters Menu:
Open the Filters screen from the app's top menu.
Locate the desired filter and click the three-dot icon next to it.
select Add subscription.
Configuring the Subscription
Subscription name – Provide a clear and descriptive name for your subscription.
Recipients – Choose who will receive notifications. This can include groups, individual users, or project roles. You can also keep the subscription private or send notifications to your entire organization.
Recipient groups receive notifications for assets they have permission to browse.
Schedule – Configure the notification frequency (e.g., "At 09:30, every day"). Choose from daily, specific weekdays, or specific days of the month. For more complex scheduling options, use Cron expressions (more information available at http://www.cronmaker.com/). Schedule and day period are required, while start time is optional.
If you’re using the Advanced option, please enter Cron expressions in minutes only, as years won’t be considered.
Decide whether to receive an email even if the filter doesn't find any matching assets.
Managing Subscriptions
Access and manage all your subscriptions from the Subscriptions screen. You can find it by navigating to the Filters page and clicking Subscriptions >.
Here you can:
Search: Easily locate specific subscriptions using the search bar.
Filter: View subscriptions for a particular filter.
Edit: Modify existing subscriptions to update notification details.
Delete: Remove subscriptions you no longer need.
Run Now: Manually trigger a subscription to receive immediate updates.
Anyone with permission to view the filter can also see its subscriptions; however, only the recipients of a subscription can edit it.
Example: Receiving Notifications for Expiring Licenses
Scenario – You have a "License" asset type with a "Subscription end" date attribute. You want to receive notifications 2 days (or any other specified time period) before a license subscription ends.
Steps –
Create a Filter:
Open the Asset Navigator.
From the More fields dropdown, select the License Expiration Date attribute.
In the popup, select the desired Field configuration.
If you want to pick a Range, select the start and end dates.
If you don't want the filter to have a Range, check the box next to it, and select one specific date instead.
Go to Asset type filter and add License.
Click Save as filter and name the filter.
Subscribe to the Filter:
On the Asset Navigator, click the Details button for the saved filter.
Under SUBSCRIPTIONS, click Add a new one.
Name the subscription (e.g., "Subscription is ending in 2 days").
Select the recipient groups. You must ensure recipients have appropriate permissions to access the license information.
Set a schedule.
Decide whether you want to be notified even if no assets are found by the filter.
Click Save.
The subscriptions will execute at the scheduled times, sending asset lists to recipients.