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Within Email Rules section, you can define email rules for any general email which are related to tasks and preliminary budget. Follow the steps below to define the Email Rules.

STEP 1: Go to Framework > Project Settings > Email Rules.

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Step 2: Click ‘Add new Email Rule’.

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Step 3: To create a new email rule, specify the following details as indicated below.

Field

Description/ Instructions

Mandatory/Optional

Rule

Currently, email rules are available for ‘Task Planning’ object and ‘Preliminary Budget’ object.

Following are the functionalities, designed to set a rule for each object.

Schedule (Task Planning object)

Task Responsibility Assigned – Email is sent when a Primary/Secondary Responsible Officer is assigned to a task.
Milestone Responsibility Assigned – Email is sent when a Primary/Secondary Responsible Officer is assigned to a milestone.
Task Responsibility Changed – Email is sent when Primary/Secondary Responsible Officer get changed in a Task.
Milestone Responsibility Changed – Email is sent when Primary/Secondary Responsible Officer get changed in a milestone.
Task Creation – Email is sent when a new task is created in the Gantt.
Milestone Creation – Email is sent when a new milestone is created in the Gantt.
Task Due – Email is sent before/after Task End Date. Before/After can be defined from ‘Timeframe’ dropdown.
Milestone Due – Email is sent before/after Milestone End Date. Before/After can be defined from ‘Timeframe’ field dropdown.
Task Overdue – Email is sent before/after Task End Date when Task Progress Complete is less than 100%. Before/After can be defined from ‘Timeframe’ dropdown.
Milestone Overdue – Email is sent before/after Milestone End Date when Milestone Progress Complete is less than 100%. Before/After can be defined from ‘Timeframe’ dropdown.
Task Update – Email is sent when there is an update occurred in the start date or/and end date of a task.
Milestone Update – Email is sent when there is an update occurred in the start date or/and end date of a milestone.

Preliminary Budget

Info

Notes:

Date field should be configured from Preliminary Budget object editor area for all Budget Types.
Before and After days can be defined from ‘Timeframe’ dropdown.
- Income Reminder – Email is sent before/after the date set against Preliminary Budget Income budget line.
- Expenditure Reminder – Email is sent before/after the date set against Preliminary Budget Expenditure budget line.
- Ongoing Expenses Reminder – Email is sent before/after the date set against Ongoing Expenses budget line.
- Source of Funds Reminder – Email is sent before/after the date set against Source of Funds budget line.
- Outputs Reminder – Email is sent before/after the date set against Outputs budget line.
- Operational Cost Reminder – Email is sent before/after the date set against Operational Cost budget line.
- External Funding Reminder – Email is sent before/after the date set against Preliminary Budget External Funding (Agency).

Mandatory

Timeframe

Timeframe field can be used when the user want to set a reminder for Tasks/Milestones and Budget Types due dates.

Thus, Timeframe field will be only visible when following fields are selected in ‘Rule’ field.

Task Due
Milestone Due
Task Overdue
Milestone Overdue
All budget types in ‘Preliminary Budget’ area

Timeframe field contains two sections.

Before/After dropdown – You can choose when you want to send the email.
1. Before – Email is sent before set date.
2. After – Email is sent after set date.
Days – You can set a duration to send an email.
1. Before – Email is sent before set date.
2. After – Email is sent after set date.

Optional

Template

User can select an email template, created in ‘Email Template’ setting page. Only email templates created with ‘Generic Email’ type will be allowed.

Mandatory

Send To

Dropdown allows you to select single or multiple users to add as recipients for the email.

Recipients are divided into two categories,

Standard Recipients.
Project Position Recipients.

Following are the user roles defined for above two categories.

Standard Recipients

Task/Milestone Primary RO – Responsible Person for a task or milestone.
Responsible Officer – Project Owner.
Task/Milestone Board & Team – Task Board.
Project Board and Team – Project Board.
Project Creator – Standard project creator user role.
IPM Administrator – Standard IPM administrator user role.
IPM Project Manager – Standard IPM project manager user role.

Project Position Recipients

Project positions defined in ‘Project Position’ setting page will be displayed in this dropdown list. E.g. Project Owner, Project Sponsor, Asset Owner, Task Owner, General Position, etc.

Mandatory

Copy To

User can select recipients who need to be copied to the email from the dropdown.

Same user roles shown in ‘Send To’ field is applied and user can choose single or multiple recipients.

Optional

Active

Rule can be made active or inactive using the check box. By default, all rules will be inactive. Emails will be triggered only for active email rules.

Optional

Trigger email for the following updates

This option is only available when you select either 'Task Update' or 'Milestone Update' email rule. This is a single-select dropdown list which will allow you to select the criteria for triggering the update email.

Mandatory

Send Consolidate Emails

Send Consolidate Emails check box can be selected to send bulk emails for the respective email notification. Refer Consolidate Emails section below for more details.

Optional

STEP 4: Click 'Insert' to add the new email rule to the system.

You can use the edit/delete icons to modify or remove an existing email rule as required.

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Versions Compared

Old Version 7

New Version 8

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