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Understanding Project Resource Notifications

January 21, 2026
Contributed by: 
P

Overview

To improve the communication between project stakeholders, ShareFile Project Notifications now enable users to receive notifications for a seamless user experience . With bundled (digest) notifications at specific time intervals in addition to separate notifications, users can manage their project activity more effectively without any ambiguity.

The new project notification experience ensures that everyone involved in the project receives clear project updates and removes the risk of multiple notifications which may be confused for spam activity.

Key Benefits

  • Task completion – Keep track of critical tasks like reviewing submissions, documents, or meeting deadlines.
  • Trust and security – Ensure consistent notifications across ShareFile features to reduce confusion and build user trust.
  • Missing updates – Never miss important updates, changes, or file-related information.

Projects Notifications

The project overview section enables you to add users, assign tasks, create document or information requests, and track progress — all within a single dashboard. This section illustrates the details of the project overview related notifications.

Key Capabilities

Sl. No. Notification Recipient(s) Description Channel(s) Frequency Notification Location
1 Project Activated (Assigned) Assignee (Licensed Users) Notifies the user that a new Project is assigned so they can understand their scope of work and plan time accordingly. Email Once Project Overview

DRL Notifications

In collaborative projects, multiple documents often need to be requested, reviewed, and submitted by different people. Document Request List (DRL) notifications keep project teams informed and organized by alerting users to new document requests, upcoming deadlines, and status changes. This ensures that all DRL updates are on track, avoid missed tasks, and creates seamless collaboration—making document management easier and more reliable for all stakeholders. The details are provided below:

Key Capabilities

Sl. No. Notification Recipient(s) Description Channel(s) Frequency Notification Location
1 DRL Activated Assignee Informs the Assignee that a new DRL is assigned so they can understand their so they know what documents are needed and can begin preparing them. Email Once DRL
2 DRL Activated Reviewer Notifies reviewers that a DRL has been created, allowing passive visibility into its progress. In-app — DRL
3 DRL Activated (Duplicate) Assignee Same as above — ensures assignee is aware of the new DRL and can begin planning. Email Once DRL
4 Due Date Reminders Assignee Reminds users of upcoming deadlines to help prioritize and complete tasks on time. Email & In-app 10, 5, 3, 1 days before; weekly after due DRL
5 Item Assigned Assignee Informs the user that a specific document request item has been assigned and requires action. Email & In-app Once Item
6 DRL Closed All stakeholders except closer Indicates that the DRL is no longer active, helping users clean up or disregard outdated items. Email Once DRL
7 DRL Lifecycle Change (Delete/Freeze/Restore) All stakeholders except actor Communicate to users that there is a change in DRL status (e.g., deleted, frozen, restored) so users stay informed of availability. Email Once None
8 DRL Restored (Future Due Date) Assignee Reinstates due date reminders for restored DRLs, ensuring users are re-alerted to upcoming deadlines. Email & In-app — DRL
9 DRL Reopened All stakeholders except actor Notifies users that a previously closed DRL is active again and may require renewed attention. Email Once DRL
10 DRL Reopened + Due Date Reminders Assignee Combines reopening notice with deadline reminders to help users resume work and meet due dates. Email & In-app — DRL
11 DRL Item Rejected / Reopened Assignee Alerts user that a task needs revision or rework, prompting them to upload a corrected file. Email Once DRL
12 New To-Do Added Assignee Notifies the user of newly assigned tasks so they can begin work and manage workload. Email Once To-Do
13 New To-Do + Due Date Reminders Assignee Same as #12, with added reminders to help users stay on track with deadlines. Email & In-app 10, 5, 3, 1 days before; weekly after due To-Do
14 All Items Submitted Reviewer or DRL owner Indicates that all tasks are complete and ready for review, enabling timely feedback or approval. Email Once DRL

IR Notifications

Information Request (IR) notifications help project teams stay organized by alerting users to new information requests, upcoming deadlines, and submitted responses. They ensure everyone knows what’s expected, can act promptly, and never miss a critical update—making collaboration and tracking easier for all project stakeholders. This section highlights how the new IR notifications can improve your IR notification experience:

Key Capabilities

Sl. No. Notification Recipient(s) Description Channel(s) Frequency Notification Location
1 IR Activated (Assigned) Assignee Alerts users that a new IR is assigned so they can understand their scope of work and plan time accordingly. Email Once DRL
2 IR Activated (Observer) Reviewer Notifies reviewers that an IR has been created, allowing passive visibility into its progress and responses. Email — IR
3 Due Date Reminders Assignee Reminds the user of upcoming deadlines to help prioritize and complete tasks on time. Email 10, 5, 3, 1 days before; weekly after due IR
4 IR Closed All except closer Indicates that the IR is no longer active, helping users clean up or disregard outdated items. Email Once IR
5 Reminder Sent Assignee A reminder is sent to the assignee to act on the requested task. Email Once IR
6 Response Submitted Reviewer/Owner Indicates that a response is received on an IR. Email Once IR

To-Do Notifications

To-Do notifications help project teams stay organized by alerting users when new tasks are assigned, updated, or approaching their deadlines. These notifications provide updates on prioritizing tasks related to the project for timely completion - making project management smoother and more reliable for all project teams. Consolidating to-do notifications is essential to improving your projects experience, as discussed below:

Key Capabilities

Sl. No. Notification Recipient(s) Description Channel(s) Frequency Notification Location
1 To-Do Activated (Assigned) Assignee Alerts user that a new To-Do is assigned so they can understand their scope of work and plan time accordingly. Email Once To-Dos
2 To-Do Activated (Updated) Assignee Notifies the assignee of the To-Do that it has been updated. Email — To-Dos
3 Due Date Reminders Assignee Reminds user of upcoming deadlines to help prioritize and complete to-dos on time. Email 10, 5, 3, 1 days before; weekly after due To-Dos

Signature Request Notifications

Signature Request Notifications ensure that document‑signing workflows move forward smoothly without delays or confusion. In any project, waiting for signatures can become a bottleneck—especially when multiple project users are involved or deadlines are tight. These notifications help everyone stay aligned by clearly alerting users when a document needs their signature, when a reminder is due, or when the signed document is ready.

By receiving timely and reliable updates, users can sign urgent requests, avoid missed deadlines, and keep projects on track. Whether it’s a client signing an agreement or a team member completing a required authorization, Signature Request Notifications make the signing process seamless, transparent, and efficient for all participants. The details of Signature Request notifications are explained as follows:

Key Capabilities

Sl. No. Notification Recipient(s) Description Channel(s) Frequency Notification Location
1 Signature Activated (Assigned) Assignee Alerts client that the service provider sent a document to sign. Email Once Document
2 Signature Submitted Assignee/Owner Alerts the users that the signature requests are executed, and the document is signed. Email Once Document
3 Signature Reminder Assignee Send a reminder notification to the assignees. Email Based on preference Document

Comment‑related notifications ensure that project teams never miss important conversations, follow‑ups, or clarifications added across different parts of a project. Since comments often include critical guidance, feedback, or next steps, timely alerts help users stay aligned and maintain smooth collaboration. By receiving consolidated digest emails or real‑time updates (for clients), users always stay informed without being overwhelmed by separate alerts for a more simplified interaction flow. The nature and details of the comment-related notifications are described below:

Key Capabilities

Sl. No. Notification Recipient(s) Description Channel(s) Frequency Notification Location
1 Comment added at project level for a user using mention capability Mentioned user (Employee only) Notify a new project update is added for specific users Email Digest (04:30 PM Daily) Project comment
2 Comment added at DRL item level without any mentions Stakeholder of DRL Item (Assignee / Assigner / Reviewer) except the commentor Notifies relevant stakeholders that a new comment has been added so they stay updated on discussions and can respond as needed. Email Digest (04:30 PM Daily) DRL comment
3 Comment added at DRL level using mention Mentioned user Alert the mentioned users that a new comment is added Email Digest (04:30 PM Daily) DRL comment
4 Comment added at To-do level without any mention Stakeholder of to-do Item (Assignee / Assigner) except commentor Alert the users that a new comment is added Email Digest (04:30 PM Daily) To-Do comment
5 Comment added at To-do item level using mention Mentioned users Alert the users mentioned that a new comment is added Email Digest (04:30 PM Daily) To-Do comment
6 Comment added at IR response level without any mention Stakeholder of IR response Item (Assignee / Assigner / reviewer) except commentor Alert the users that a new comment is added Email Digest (04:30 PM Daily) To-Do comment
7 Comment added at IR response level using mention Stakeholder of IR response (Assignee / Assigner) Alert the users mentioned that a new comment is added Email Digest (04:30 PM Daily) To-Do comment
Note All comment related notification to client persona Clients Alert the client persona in real time Email Once (real-time) —

Frequently Asked Questions

1. How consistent notifications can benefit project users?

Consistent notifications help users avoid missing critical tasks, reduce confusion caused by varying templates, and increase trust by making notifications look less like phishing attempts. They also ensure users receive timely updates and can personalize their notification preferences.

2. Who benefits from these notifications?

All members who are a part of the project (i.e licensed or unlicensed) will benefit from these notifications. The notifications are available on all ShareFile plans, accessible via the web platform (not yet on mobile).

3. What types of notifications are supported?

The following types of notifications are supported in ShareFile Projects:

  1. Email - Realtime - In this scenario, immediate emails are sent to the recipient based on certain actions and criticality.
  2. Email - Digest - Email notifications are sent to the licensed used in digest format to reduce potential spam.
  3. In-app - Realtime - These are in-app notifications which can be found under the bell icon.

These are appliable to the following:

  • Project assignments and activations
  • DRL (Document Request List) events (activation, due dates, closures, lifecycle changes, comments)
  • IR (Information Request) events (activation, reminders, responses)
  • Task assignments and updates
  • Signature requests and reminders
  • Comment-related updates at various levels (project, DRL, tasks, IR).

4. What are digest notifications?

Digest notifications group multiple comment-related updates into a single daily email, reducing inbox clutter and ensuring users stay informed without being overwhelmed. Digest notifications help you stay updated without overwhelming your inbox. Instead of sending separate emails for every new comment, ShareFile groups all your project notifications into a single, easy‑to‑read daily summary. This means you get all your important updates in one place—making it simpler to track progress, stay informed, and avoid missing key conversations while keeping email clutter to a minimum.

5. Are notifications enabled by default?

Yes, all notifications are enabled by default for eligible users.

6. Can notifications be customized?

Project owners can customize the message during assignments to clients. However the time and content of the notification cannot be customized.

7. Are mobile notifications supported?

Currently, notifications are only available on the web platform. Mobile support may be introduced in future updates.

8. Can I disable certain notifications?

All notifications are enabled by default. Admins would be able to disable notifications for the entire account from the settings option.

Understanding Project Resource Notifications
January 21, 2026
Contributed by: 
P
January 21, 2026
Contributed by: 
P

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