How to Configure the DocuShare Subscription Service

  Applies To

  Overview

Use the Subscription Service to send notifications when content changes. This setup lets you enable subscription email, configure the mail delivery method, choose digest schedules, and control how much information is included in each message.

This article focuses on the setup steps. If you need detailed field-by-field explanations, use the separate Subscription Service options article alongside this guide.

  Before You Begin

• Make sure you have DocuShare administrator access.
• Collect your outbound mail server details before starting.
• If you plan to use Microsoft 365 Modern Authentication, make sure your environment is running DocuShare 8.0.

  NOTE:  The Subscription page is used for routine subscription settings. If you need to create or change the underlying mail service configuration, such as switching between SMTP and MS365 or updating MS365 OAuth values, use dsemailService.

  Step 1: Open the Subscription Service Page

1. Sign in to DocuShare with an administrator account.
2. Open Admin Home.
3. Go to Services > Subscription.
4. Review the current Subscription Type. If the page is already configured for MS365, some values may appear as read-only.

  Step 2: Enable the Service

1. Turn on Enable Subscriptions. This activates subscription notifications across the site.

  NOTE:  If subscriptions are disabled, users will not receive subscription email even if the mail server settings are correct.

  Step 3: Configure the Mail Delivery Method

Choose the configuration path that matches your environment:

If you are using traditional SMTP:

1. Enter the SMTP Mail Gateway. Use the hostname or IP address of your mail server.
2. Enter the SMTP Mail Port. Use the port required by your mail environment, such as 25, 465, or 587.
3. Enter the Subscription Administrator Email. Use a valid monitored mailbox or service mailbox for outbound notifications.

If you are using Microsoft 365:

1. Run dsemailService if MS365 has not already been configured. Use it to set the Microsoft 365 sender address and OAuth values. The Subscription page does not expose the Client ID, Tenant ID, or Client Secret fields.
2. Return to the Subscription page and confirm the displayed MS365 values. The MS365 host, port, and sender address are typically shown as read-only values in the UI.

  NOTE:  Microsoft 365 Modern Authentication is not available on DocuShare 7.x. If you need MS365 OAuth, upgrade to DocuShare 8.0.

  Step 4: Set the Digest Schedule

1. Set the Daily Notification Hour and Minute. Use these fields to control when daily digest emails are sent.
2. Set the Weekly Notification Day, Hour, and Minute. Use these fields to control when weekly digest emails are sent.

  NOTE:  Choose a low-traffic time so digest email is delivered outside your busiest business hours.

  Step 5: Set Email Limits

1. Set Maximum Recipients per Email. If the recipient count exceeds this value, DocuShare creates multiple emails.
2. Set Maximum Reports per Email. This controls how many summary items can be grouped into one digest message.
3. Set Maximum Objects for Content Rules if needed. Leave this near the default unless you have reviewed the impact on large containers or repositories.

  Step 6: Configure Optional Email Content Settings

1. Set To Field Address in Email Notifications if your mail system requires it. Most environments leave this blank.
2. Choose whether to display the document abstract. Leave it enabled if you want more preview information in notification emails.
3. Decide whether to use email templates. Enable templates only if you have an approved template design and process.
4. If templates are enabled, review the Email Template Property Name and Update Email Template settings. Keep the defaults unless you have a specific reason to change them.

  Step 7: Save and Test the Configuration

1. Click Apply to save the changes.
2. Create or review a test subscription. Use a known test user or test content item so you can confirm the notification path works.
3. Verify that the test message is delivered as expected. Confirm the sender, timing, and message content match your configuration.

  When to Use dsemailService

Use dsemailService when you need to configure or maintain the mail service itself rather than routine subscription behavior.

• Use it for first-time outbound mail setup.
• Use it when switching between SMTP and MS365.
• Use it when rotating secure mail credentials or Microsoft 365 OAuth values.
• Use it when you need to disable the email service override.
• Do not use it for ordinary changes such as digest timing, recipient limits, or abstract display settings.

  Troubleshooting