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How to Notify a Group When Documents Are Sent

Set up automatic notifications so your team knows the moment a document batch has been delivered.

When you send documents in bulk using a template (payslips, certificates, etc.), it's often important that other people in the organization — your HR team, a manager, payroll — know that the delivery has been completed. Ommnio can send an automatic message to a chat group every time a document batch goes out, so no one has to ask "have the payslips been sent yet?"

This is powered by DocuBot, a lightweight bot that posts a notification message in the group of your choice.

Before you start

  • You need administrator permissions.
  • You need an existing chat group where the notifications should be posted (e.g., your Human Resources group).
  • This is configured from the web version of Ommnio.

Step 1 — Install DocuBot

  1. Click the Settings icon in the top-right corner.
  2. Go to the Apps section.
  3. Find DocuBot and click Install.

If DocuBot is already installed (for example, from a previous setup), you can skip this step.

Step 2 — Add DocuBot to the notification group

  1. Go to the Chats tab.
  2. Open the group where you want notifications to appear (e.g., "Human Resources").
  3. Click Details, then Edit Group.
  4. In the members section, search for DocuBot and add it as a member of the group.

DocuBot doesn't participate in the conversation — it only posts automated messages when a document batch is sent.

Step 3 — Link the group to your template

  1. Go to the Documents tab and open the Sent section.
  2. Open the template you want to configure (or create a new one — see How to Send Documents in Bulk Using Templates).
  3. In the Send report to field, select the group where you added DocuBot.
  4. Save the template.

From now on, every time you use this template to send documents, DocuBot will automatically post a message in the selected group confirming that the delivery is complete.

Tips

  • Use a dedicated group. If your HR team has a group for internal coordination, that's the natural home for these notifications. Avoid posting to large, all-hands groups — it's noise for most people.
  • One group per template. You can set a different notification group for each template. For example, payslip notifications go to the HR group, while safety certificate notifications go to the Operations group.
  • Check that DocuBot is still in the group. If someone removes DocuBot from the group during a group edit, notifications will stop silently. If notifications suddenly stop arriving, this is the first thing to check.