E-Mail notification¶

Module E-mail notification allows you to send e-mails to the persons involved in the project automatically.

Functions

Remind employees about The upcoming activities
Remind employees about The 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

Access rights

To be able to edit the email templates, a user should have the client administrator user role.

To set the deadlines for automatic email dispatch, a user should have the root folder administrator folder role.

Check or change e-mail templates

First, click on the Mail button.

Here you can check existing e-mail templates or change and create new.

Tip!

Depending on the type of e-mail template different project information in the field parameters is available.
In all templates subject and text content are free definable from corresponding parameters available per template.

Time limits for e-mail notification

First, click on Administration > Folders.
In the column Actions click on the button Note with a pen.
Then select the tab E-mail notification and set a period of time for activities.

The column E-mail notification displays all periods.

Remind employees about The untimely completed jobs, that must have been completed X days ago.

If the option is on, the e-mails are sent to employees who are assigned to the activities and:

the activity start lies within the time gap between the current date minus X (e.g. 2) days and the percentage completion for this activity is equal to 0.
the activity end lies within the time gap between the current date minus X (e.g. 2) days and the percentage completion for this activity is less than 100.

Remind employees about The upcoming activities,that must be completed X days in advance. If the option is on, the employees,who have been assigned to the activities, which lie within the time gap between the current date plus X (e.g. 3) days, will be warned by e-mail. For instance, today is the 15th of July and 3 days are entered, then the period is from 15.07 to 18.07.

Notify employees about The change of work, that must be completed X days in advance. If the options are on, the employees, who have been assigned to the activities, which lie within the time gap between the current date plus X (e.g. 1) days,will be warned by e-mail and the time limits will be shifted.

Notify users about The change of work, that must be completed X days in advance. If the option is on, the employees,who have subordinate employees and who have been assigned to the activities, which lie within the time gap between the current date plus X (e.g. 7)will be warned by e-mail and the time limits will be shifted. You can define subordinate employees by clicking on the menu item Administration/User,column Actions, button . The field Filter should be empty.

Notify users about The change of milestone dates, that must be completed X days in advance If the option is on, the users will be notified by e-mail, in case of milestone dates shifts.

Caution!

The first e-mail notification lists all activities from the project start up e.g. 17.07. Then new activities will be added which means that if the information, e.g. a1, related to a certain activity has been already sent, the employees will not get e-mails about this activity that lies in the mentioned time gaps.

Note: You can automate an e-mail notification by creating a scheduled task in Start / Control Panel / Administration / Scheduling.