E-mail notification
======================

.. index:: E-mail notification

**Goal:** you set up automatic e-mail dispatch to project participants
— e.g. for date changes or upcoming activities — and adjust the e-mail
templates used, if needed.

The e-mail notification module allows automatic e-mail dispatch to the
people involved in a project.

**Functions**

- Remind employees about **upcoming activities**
- Remind employees about **untimely completed jobs**
- Notify employees about **the change of work**
- Notify users about **the change of work**
- Notify users about **the change of milestone dates**
- Notify users about **negative effort**

**Access rights**

To **edit e-mail templates**, a user needs the **Client Administrator**
user role. To set the **deadlines for automatic e-mail dispatch**, a
user needs the **Root folder administrator** folder role.

Check or change e-mail templates
-------------------------------------

Step by step
^^^^^^^^^^^^^^

1. Click the **Mail** button.

   |image1|

2. Check existing e-mail templates or change them, and create new ones
   if needed.

   |image2|

.. tip::

   Depending on the type of e-mail template, different project
   information is available in the **Parameters** field. In all
   templates, the subject and text content can be freely defined from
   the parameters available for that template.

Set time limits for e-mail notification
--------------------------------------------

Step by step
^^^^^^^^^^^^^^

1. Click **Administration > Folders**.
2. In the **Actions** column, click the **Note with a pen** button
   |image5|.
3. Select the **E-mail notification** tab and set the period for the
   activities.

   |image0|

Check the result
^^^^^^^^^^^^^^^^^^^

The **E-mail notification** column shows all the defined time limits.

|image4|

Meaning of the individual notifications
--------------------------------------------

**Remind employees about untimely completed jobs** that were due X days
ago. If this option is on, e-mails are sent to the employees assigned
to the activities when:

- the activity start lies within the period from the current date minus X (e.g. 2) days, and the completion percentage for this activity is 0,
- or the activity end lies within the period from the current date minus X (e.g. 2) days, and the completion percentage for this activity is less than 100.

**Remind employees about upcoming activities** that start in X days. If
this option is on, e-mails are sent to employees whose activities start
within the period from the current date plus X (e.g. 3) days. Example:
if today is July 15 and 3 days are entered, the period runs from July
15 to July 18.

**Notify employees about the change of work** for activities within X
days. If this option is on, e-mails are sent to employees whose
activities, lying within the period from the current date plus X (e.g.
1) day, have had a date change.

**Notify users about the change of work** for activities within X
days. If this option is on, e-mails are sent to users who have
subordinate employees assigned to activities lying within the period
from the current date plus X (e.g. 7) days. You define subordinate
employees under **Administration > Users**, column **Actions**, button
|image3| — the **Filter** field must remain empty.

**Notify users about the change of milestone dates** within X days. If
this option is on, e-mails are sent to users when milestone dates have
been shifted.

.. warning::

   The first e-mail notification lists all activities from the project
   start up to the defined cutoff date (e.g. July 17). After that, only
   new activities are added — if an employee has already been notified
   about an activity, they will not be notified again on the next
   e-mail, even if it is still within the defined period.

.. note::

   You can automate e-mail dispatch by creating a scheduled task under
   **Start > Control Panel > Administration > Task Scheduling**.

Related topics
--------------

- :doc:`icalendar`
- :doc:`timeline`
- :doc:`02-task-oriented-help/configure-add-ons/index`

.. |image0| image:: ../images/folder_email_fristen.png
            :alt: E-mail notification tab with time period settings for a folder
.. |image1| image:: ../images/id_client_email_list.png
            :alt: "Mail" button for opening the e-mail templates
.. |image2| image:: ../images/email_temp.png
            :alt: List of e-mail templates
.. |image3| image:: ../images/id_resource.png
            :alt: Icon button for defining subordinate employees
.. |image4| image:: ../images/client_email_frist.png
            :alt: E-mail notification column with the defined time limits
.. |image5| image:: ../images/id_stift.png
            :alt: "Note with a pen" button for editing the folder settings