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.

    "Mail" button for opening the e-mail templates

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

    List of e-mail templates

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 "Note with a pen" button for editing the folder settings.

  3. Select the E-mail notification tab and set the period for the activities.

    E-mail notification tab with time period settings for a folder

Check the result

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

E-mail notification column with the defined time limits

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 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.

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.