Configure the DocuShare Subscription Service

Configure the DocuShare Subscription Service

Overview

The Subscription Service sends email notifications when subscribed content changes. Administrators can enable the service, configure the mail delivery method, set daily and weekly digest schedules, and control how many notifications or recipients are included in each message.

Subscription digests summarize subscription notifications. They do not create a consolidated email listing a user's pending workflow tasks.

Applies To

• DocuShare 8.0 and 8.1: SMTP or Microsoft 365 (MS365) Modern Authentication, subject to mail-service configuration.
• DocuShare 7.7 and earlier: Traditional SMTP only. MS365 Modern Authentication is not available.

Before You Begin

• Sign in with DocuShare administrator access.
• Collect the outbound mail server or Microsoft 365 configuration details required by your mail administrator.
• Confirm that the intended test user has a valid email address and can access the test object.
• Plan to test the notification path after making changes.

The Subscription page is for routine subscription settings. Use dsemailService for first-time mail-service setup or changes to the underlying mail configuration, including switching between SMTP and MS365 or updating Microsoft 365 OAuth values.

Open the Subscription Service Page

1. Sign in to DocuShare as an administrator.

2. Open Admin Home.

3. Go to Services > Subscription.

4. Review the current Subscription Type. When MS365 is active, some values may be read-only in this page.

Enable the Service

Turn on Enable Subscriptions, then apply the change. If the service is disabled, individual subscriptions will not send email even when mail-server settings are correct.

Configure the Mail Delivery Method

Choose the mail path configured for your environment.

Traditional SMTP

1. Enter the SMTP Mail Gateway using the mail server hostname or IP address.

2. Enter the SMTP Mail Port required by your environment, such as 25, 465, or 587.

3. Enter the Subscription Administrator Email address used for outbound notifications.

Confirm that the DocuShare server can reach the mail relay and that the relay accepts messages from the configured sender.

Microsoft 365 (MS365)

MS365 Modern Authentication is available in DocuShare 8.0 and 8.1. Configure the sender address and OAuth values using dsemailService; the Subscription page does not expose the Client ID, Tenant ID, or Client Secret fields. Return to Admin Home > Services > Subscription and verify the displayed MS365 host, port, and sender values. These may be read-only.

Do not place client secrets or other credentials in a subscription, email template, or support message. Use your approved credential-handling procedure.

Set the Digest Schedule

Set the Daily Notification Hour and Daily Notification Minute for daily summaries. Set the Weekly Notification Day, Weekly Notification Hour, and Weekly Notification Minute for weekly summaries. Choose a time appropriate to your organization's time zone and mail operations.

When creating or editing a subscription, choose the notification period offered for that subscription:

• Immediate: Send a notification when the selected event occurs.
• Daily: Include matching notifications in the daily summary.
• Weekly: Include matching notifications in the weekly summary.

Set Email Limits

• Maximum Recipients per Email: Limits the number of recipients included in one email. If exceeded, DocuShare sends multiple messages.
• Maximum Reports per Email: Limits how many notification summaries can be grouped in one digest. If exceeded, DocuShare sends additional summary email.
• Maximum Objects for Content Rules: Limits objects processed when a rule applies to a large container scope. Keep this near its current value unless you have reviewed repository size and performance impact.

Configure Optional Email Content

• To Field Address in Email Notifications: Leave blank unless your mail system requires a populated To field.
• Display Document Abstract: Choose whether notification messages include the document abstract.
• Use Email Template: Enable only when an approved custom template is configured.
• Email Template Property Name: Keep the default unless your site uses a custom template property.
• Update Email Template: Enable only when template changes need to be re-read dynamically; this can add processing overhead.

Save and Test

1. Select Apply to save the configuration.

2. Create or review a test subscription for a test object and user.

3. Trigger the selected content event.

4. Verify the sender, recipients, delivery timing, and message content.

When to Use `dsemailService`

Use dsemailService for first-time outbound mail setup, switching between SMTP and MS365, rotating mail credentials, updating Microsoft 365 OAuth values, or disabling the email-service override. Do not use it for routine changes such as digest timing, recipient limits, or abstract display.

Troubleshooting

• No messages are sent: Confirm that Enable Subscriptions is on and that the active mail configuration is complete.
• Daily or weekly digests arrive at the wrong time: Recheck the hour, minute, weekly day, and time zone.
• Messages are split into several emails: Review Maximum Recipients per Email and Maximum Reports per Email.
• MS365 fields cannot be edited on the Subscription page: This is expected. Use dsemailService to update the MS365 mail configuration.
• Template changes do not appear immediately: Review the Update Email Template setting and its processing impact.

Configuration Reference

The Admin UI path is Admin Home > Services > Subscription. Depending on the DocuShare version and configuration, routine values may be reflected in files such as Subscription.properties and DSCommon.properties; MS365 secure mail values are managed separately through the email-service configuration. Do not edit configuration files directly unless following Support-approved instructions.

Related Articles

• How to Use the dsemailService Command Line Utility
• Microsoft 365 SMTP OAuth and IMAP OAuth for DocuShare
• Limitation of the Customization of the Notifications

Validate the Configuration

1. Create or update a test subscription on a test object.

2. Trigger a selected event.

3. Confirm the notification arrives at the expected time and contains the expected content.

4. If no message arrives, check the subscription settings, user email address, mail-service configuration, and DocuShare logs.

Troubleshooting

• Confirm the global Subscription Service is enabled; individual subscriptions do not send mail if the service is disabled.
• Verify the selected immediate/daily/weekly period and scheduled digest time.
• Check the configured mail gateway or Microsoft 365 service for delivery errors.
• Confirm recipients can access the object and the notification event is enabled for the subscription.