Administrator Notification Tied to User, Not Role
I recently contacted support to change a setting for our Grants Manager role so that they could edit fields like administrators. However, since we were in a time crunch, it was suggested we change the two people that immediately needed it to be changed role to Administrator while support was working on it. The problem is:
Every time you change someone's administrative role, they automatically get signed up for every single notification that everyone else with that role is signed up for.
So when I took Colleague 1 from grants manager to administrator, she started getting notifications for anything that any other administrator (i.e. myself, my boss, our regional office admins, etc.) may be getting for every process we have.
I had to go through every single process and manually remove the notifications for her for every form she'd been added to.
Then when support changed the edit setting and I put her back to being a grants manager, the same thing happened with notifications any other grants manager may be getting (i.e. all the other program managers who get notifications for all our other processes) and I again had to manually remove the additional notifications, which was a huge time suck and particularly annoying.
I know that it's not an every-day thing that you transfer people's roles like that, but I'd like to suggest that keeping notification settings as they are per person when transferring roles would be a much-appreciated improvement?
Thank you for your feedback! I think there is a lot of improvement we can make around managing users instead of roles, and updating LARGE amounts of data so I appreciate your thoughtfulness.
In this scenario, i am curious if you tried to use the Manage Notifications button on the bottom of the edit user page? Our with button was help this scenario. So i am curious if it did not work? And if so more thoughts on that.
Or if you didn’t use the manage notifications, how could we have made this more user-friendly for you?
Let me know your thoughts, or if it is easiest to jump on the phone let me know.
Meg Hillmann commented
Hey Sammie - totally missed that you replied to this!
I'd sort of remembered that the notification manager was an option from patch notes or something, but I didn't find the button until after I'd done all of the un-assigning everything, mostly because the location of it didn't really make sense in my brain. I wasn't trying to edit the user's contact information (phone number, email address, etc.), just the notifications assigned to them, and managing notifications is tied to the process manager side of things (which is where I was looking for it and obviously not finding it).