Portfolio structure hierarchy of a client

Goal: you organize a client’s portfolio structure (folders) and set time limits for e-mail notifications.

Prerequisite: you are logged in as administrator.

Step by step

  1. Select Administration > Clients.

  2. Click the Folder button

    "Folder" button for opening the portfolio structure

    to open the client’s portfolio structure.

    Portfolio structure hierarchy of a client

  3. Drag a folder to the preferred position via Drag & Drop.

Check the result

The client’s portfolio structure shows the new arrangement. In addition, the following functions are available:

Icon buttons for folder management

"Pen" icon button for editing the folder

Change the name and description of the folder / Define time limits for e-mail notification

Icon button for deleting the folder

Delete folder

Icon button for creating a subfolder

Create a new subfolder

Icon button for changing access rights

Change access rights for the folder

Tip! A yellow key indicates that some of the existing folder roles are assigned to the folder (Folder structure column). A gray key indicates that the access rights for the folder were taken from the root folder.

Time limits for e-mail notification

Goal: you define when which e-mail notification is sent for a folder.

  1. Click the Note with a pen button.

    Dialog for setting the e-mail notification time limits

  2. Set a period (in days) for the respective notification.

The E-mail notification column shows all time limits.

"E-mail notification" column with the defined time limits

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.

  • 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 Icon button for defining subordinate employees — 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.

Caution! The first e-mail notification lists all activities from the project start up to the 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 the activity is still within the defined period.