Question About “Document Approved Notification Email” Trigger in EDocman 3.1

Hello,

While testing EDocman 3.1, I enabled “Require Document Approval?” under Configuration > Upload Configuration and performed an upload test.
The site administrator correctly received the Upload Notification Email, and the uploaded file appeared in the Document Manager in an unpublished state.

After that, the administrator set the file to “Published” and saved it. The file then became available for download from the front end as expected.
However, the user who uploaded the file did not receive the Document Approved Notification Email.

The content of the Document Approved Notification Email is defined under Configuration > Message, but could you explain what triggers this email and at what timing it is supposed to be sent?


Thanks

Just adding a quick note in case this topic was overlooked.

Hi,
In reality, it is very difficult to determine whether a document is being published for the first time or if it was previously published and then unpublished. Therefore, we need to find a solution that allows administrators to choose when to send the Document Approval Notification email.
I believe the next version of Edocman will address this issue completely.
Thank you for your feedback and understanding.
Best regards,
Dam

Hi Dam,

Thank you for your explanation regarding the difficulty of determining whether a document is being published for the first time or republished.

Since you mentioned that this point is quite challenging, I tried to think of a possible solution.
Just to be sure, I also asked an AI assistant whether the idea would be realistic in actual implementation, and I received a positive assessment.
So I would like to share it with you as a reference.

The idea is simply to use a small internal flag to track the approval status.
For example:

1. When a user uploads a document from the frontend (and it is saved as unpublished), the system sets a flag such as approval_pending = 1.
2. When the administrator later changes the document to Published, the system checks this flag.
3. If approval_pending = 1, the Document Approval Notification email is sent, and the flag is updated to 0.
4. After that, republishing the same item would not trigger another notification.

This would allow the system to distinguish the “first-time approval” case from a normal republish, without having to evaluate past publication history.

Of course, you may already have a different or better approach in mind, but I thought I would share this idea since it might help in designing the behavior for the next version.

Thank you again for your consideration.

Hi,
Thank you very much for sharing your idea and for considering possible solutions.
There are several approaches to this issue, but we need to choose the simplest solution for our users. We have already implemented the solution that I mentioned previously, and we will not be following the approach you suggested.
I appreciate your input and your thoughtful consideration.
Best regards,
Dam