Monitor Notifications

Monitor Notifications send automatic email alerts when a device changes state or a supply level falls below a threshold you define. With a few notification rules in place, supply shortages, device failures and maintenance needs are flagged to the right people before they disrupt users.

How Notifications Work

Notifications build on Device Monitoring. On each scheduled monitoring cycle — once an hour — OptimiDoc compares every device's new reading against its previous one and looks for meaningful changes: a device moving between states, or a supply crossing a threshold. When a change matches a rule, the rule's recipients are emailed. Because alerts are tied to the hourly cycle, expect them within the hour of a change rather than instantly.

Several things keep rules useful rather than noisy:

• They are edge-triggered. A rule fires on the transition — when a device enters a state, or when a supply drops through the threshold — not repeatedly for every cycle while the condition persists. (The Down trigger is the exception: it fires whenever a device is found unreachable.)

• They are scoped by location. A rule with a blank location applies to the whole fleet; a rule with a location applies only to devices whose location matches it exactly (a full-string match, not a partial one).

• A device is only evaluated from its second poll onwards — OptimiDoc needs a previous snapshot to compare against — and a given rule sends at most one email per device per cycle.

Accessing Monitor Notifications

1. Sign in to the OptimiDoc Server administration interface.

2. In the left sidebar, expand Devices and select Monitor Notifications.

The page lists all configured notification rules with the following columns:

Creating a Notification Rule

Click Create Notification. The dialog opens blank each time, so you always start from a clean form.

1. Basic Info

   • Name — a descriptive name for the rule.

   • Description — optional additional context.

   • Recipients — one or more email addresses, separated by commas.

2. Email Content

   • Email Subject — the subject line of the alert.

   • Email Body — the message text.

3. State Triggers — switch on the device states that should send an alert: OK (device returns to normal), Warning (device enters a warning state), Critical (device enters a critical state) and Down (device becomes unreachable). All four start switched off on a new rule, so you deliberately choose the transitions that matter.

4. Supply Triggers — set an independent threshold for Paper, Toner and Cartridge. Each is a slider from 0% to 100% in steps of 5%; drag it below 0% to the Disabled position to ignore that supply. A rule fires when the supply drops to or below its threshold.

5. Location Filter — leave it blank to apply the rule to every device, or enter a location to restrict it to devices whose location matches exactly.

6. Click Save.

How Triggers Fire

State Triggers

State triggers fire on a transition between states. For example, with Warning and Critical enabled:

• An alert is sent when a device changes from Online to Warning.

• An alert is sent when it changes from Warning to Critical.

• No alert is sent while the device simply remains in Warning.

Supply Triggers

Supply triggers fire when a level drops through the threshold — that is, when it was above the threshold on the previous check and is now at or below it. Each supply type is evaluated independently.

• An alert is sent when toner falls from 15% to 10% and the threshold is ≤10%.

• No further alert is sent while the level stays at or below the threshold; it can fire again only after the level recovers above the threshold and drops through it once more (for example, after a refill).

Editing and Deleting Rules

Use the actions menu (three-dot button) on a rule's row to Edit its settings or Delete it (with confirmation).

Example Configurations

Critical Supply Alert

Emails IT support when any device enters a critical or unreachable state, or when paper drops below 10% or toner below 5%.

Proactive Supply Warning

Notifies the office manager early so supplies can be reordered before they run out, limited to devices at the Head Office location.

Prerequisites

For alerts to be delivered, outbound mail must be configured in Settings > Mail Configuration. Confirm the SMTP or OAuth mail settings are correct and tested before relying on monitor notifications.

In Summary

Monitor Notifications turn the monitoring dashboard into a push service: instead of watching for problems, you describe them once — which states and supply levels matter, and who should hear about them — and OptimiDoc emails those people when a device crosses the line on its next hourly check. Start with a broad, fleet-wide critical alert to IT, then add location-scoped early-warning rules for the teams who reorder supplies.