Email to track recent changes: Set up subscriptions for your members
1. 🎯Goal
Enable a moderator of a collaborative space to set or change the frequency and content of automatic emails sent to members based on content published or modified in the space.
2. 👤Target audience
These actions can be performed by a space administrator (or moderator).
👉Note for Workplace administrators: This setting can be applied to any group on the platform, not just groups in collaboration spaces (i.e., not subscriber groups).
3. 🧩 Key terms
- Subscription: Allows you to receive a summary of new content or changes in an area via email.
- Tracking rule: Determines what the subscriber receives (type of content, frequency, filter).
- “Subscribers” group: Name of the group of members who receive the emails. Only members who have been added to this group will be notified by the associated tracking rules.
4. 🛠️Settings
5. Go to subscription settings
1. Click on the administration menu for your area
2. Go to “Members”
3. Select the “Subscribers” group
4. Click on “Edit group...”
5. Go to the “Subscriptions” tab
You can edit 
, create
or delete
monitoring rules :
6. Create or edit a new tracking rule
1. Click or
2. Specify the following elements:
- Frequency: daily, weekly, monthly...
- Type of change:
Publication only
Publication + significant changes
Publication + signific ant and minor changes - Categories (optional): Filtering by folders or sections Option Union (OR) or Intersection (AND)
- Text (optional): Keywords to search for in the content Options All words, at least one word, exact phrase, and advanced syntax
- Scope: Keep the current scope
Select the types of content to include in the rule (💡if nothing is selected, all types will be included)
If you have selected documents, you can specify the formats
Click “Finish”
7. 💡Tips
- You can create multiple monitoring rules if you want to customize notifications based on content type or frequency
- For each selected period (daily, weekly, etc.), a single email will be sent containing all new items/changes, regardless of the area. This email summarizes all new items or changes that meet the defined criteria
- You can test a rule by adding yourself to the “Subscribers” group
- Members can unsubscribe themselves via their profile
