Planning for "Run As Subscriber" and "Allowing Subscriber Overrides"
What types of inputs will be used by your notification? Do you expect that one message sent to all subscribers will meet your needs? Or do you need to take into account different business centers or other factors that might affect the content of the message? Do your subscribers need the ability to override inputs so that they have more control over when they receive notification messages? All of these answers impact whether you want to use the Allow Subscriber Overrides option for your notification.
The second consideration is security, data source access, and performance. The Run As Subscriber option enables you to run a notification individually for each subscriber using that subscriber's security settings. If you have the Run As Subscriber option off, the system uses a proxy user, the same user that starts the scheduled notification, instead. This second option provides lower overhead and improves performance. It is recommended if you do not have any security concerns for the data included in the notification.
Example: Company A's Input Analysis
Company A is sending a reminder message for time entry. Time entry is due at the same time for everyone and all employees use the same time entry system, so running the notification once and sending the same message to all subscribers will suffice.
For this notification, you can turn off the option to "Run As Subscriber." No inputs are required.
Example: Company B's Input Analysis
Company B is using a notification based on a Watchlist for batches of month-end adjustment entries needing approval. As a notification designer, you want to make sure that the appropriate accounting managers receive the notification and shortcut to the approval application, so you will run the notification separately for each subscriber and based on the subscriber's security settings.
For this notification, turn on the option to "Run As Subscriber" so that the notification is run separately for each subscribing accounting manager using that subscriber's user security settings. This notification does not require an input.
Example: Company C's Input Analysis
Because Company C wants to use a single notification for any purchase order, the purchase order number is defined as an input to the notification. Since different subscribers will input different purchase order numbers, you want to give the subscriber the ability to specify which purchase order they are interested in. However, whether you want to run this notification separately for each subscriber or use a proxy user depends on the sensitivity of the data and your security settings.
This last example can have two scenarios:
Purchase orders are highly sensitive and the subscribing asset or maintenance managers are secured out of all orders except their own.
In this case, turn on the option to "Run As Subscriber" so that the notification is run separately for each subscriber, thus avoiding any security concerns. Also, turn on the option to "Allow Overrides" and add an input for the "Purchase Order Number" so that the subscriber can override this input value in Subscription Manager. When they set up their subscription they can specify the purchase order they want to track.
All subscribing asset and maintenance managers have access to the same purchase orders.
For this second scenario, turn off the option to "Run As Subscriber" so that the notification is run as the proxy user, preferably a user that has the same security access as the asset/maintenance managers. For this use case, running with Run as Subscriber = OFF is preferable, if security is not a concern, because the notification has to run just once for everybody instead of once for each individual subscriber, while the subscribers can still get personalized results. Turn on the option to "Allow Overrides" and add an input for the "Purchase Order Number" so that the subscriber can override this input value in Subscription Manager. When they set up their subscription they can specify the purchase order they want to track.