Email Alert Settings
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The video guide may take 5-10 seconds to load. If you are unable to view the video please refer to the text guide below or contact our support team.Email alerts can be sent out as a result of certain conditions being met. These conditions can be adjusted and alerts can customised or indeed turned off completely.
Accessing Email Alert Settings:
- Click on 'ADMINISTRATION' on the left nav bar.
- Click on 'Email Alerts Settings'.
There are two unique and very important options for PROJECT ALERTS:
- Email Alerts Default - This indicates whether alerts will start immediately (On) or if they will need to be turned on manually (Off). We suggest choosing Off as a lot of alerts will be generated when a new project is started which may frustrate users. Email Alerts can be started and stopped at any point from the Project Details Page for the relevant project.
- New Project Request "To" Address - This is the email address/es that will receive an email from ProWorkflow when a client submits a new project request.
How to set up an Alert
The process for setting up an alert is the same in each case:
- Locate the event that an alert is needed for.
- Tick the check box for that event.
- Tick the relevant check boxes depending on whether alerts should be sent to the assignee/s or the creator or both.
- Select any options for the alert of available.
- Choose the alert message that will be sent out. Several messages are pre-defined but it is possible to add more using the Email Alerts Builder which is explained in this article .
- Repeat steps 1-5 for any other required alerts.
- Click 'UPDATE' when finished.
OVERVIEW OF AVAILABLE ALERTS
Project Alerts
- New Project Created - An email alert is sent when a new project is created.
- Project Details Modified - An email alert is sent when the project details are edited.
- Project Completed - An email alert is sent when a project is marked as complete.
- Project Approaching Due Date - An email alert is sent when a project is approaching its due date. It is possible to specify the time period before the due date to send an alert by selecting an option from the 'Notify' drop-down box. There is also an option to send an alert each day until the project is completed.
- Project Over Due Date - When a project goes over its due date, additional alerts will be sent each day until the project is marked as complete.
- New Project Request - An email alert is sent when a client requests a new project.
Project Tasks Alerts
- New Project Task Created - An email alert is sent when a new project task is created.
- Project Task Details Modified - An email alert is sent when a project tasks details are modified.
- Project Task Completed - An email alert is sent when a project task is marked as complete.
- Project Task Approaching Due Date - An email alert is sent when a project task is approaching its due date. It is possible to specify the time period before the due date to send an alert by selecting an option from the 'Notify' drop-down box. There is also an option to send an alert each day until the project task is completed.
- Project Task Over Due Date - An email alert is sent when a project task goes over the due date, an alert will be sent out each day until the task is marked as complete.
- Dependant Task Sent Back - An email alert is sent when a dependant task is send back to the previous task.
- Previous Task Complete - An email alert is sent when a dependant task is marked as complete.
Task Alerts
- New Task Created - An email alert is sent when a new general task is created.
- Task Details Modified - An email alert is sent when a general tasks details are modified.
- Task Completed - An email alert is sent when a general task is marked as complete.
- Task Approaching Due Date - An email alert is sent when a task is approaching its due date. It is possible to specify the time period before the due date to send an alert by selecting an option from the 'Notify' drop-down box. There is also an option to send an alert each day until the task is completed.
- Task Over Due Date - An email alert is sent when a general task is over due date, an alert will be sent out each day until the task is marked as complete.
General Alerts
- User Login Details - An email alert is sent when a user is assigned login details. It is not possible to turn this alert off.
