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1. Adding a New Email Rule |
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.
Step 2: Click Add new Email Rule.
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)
Preliminary Budget
| 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.
Timeframe field contains two sections.
|
| 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,
Following are the user roles defined for above two categories. Standard Recipients
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 editEdit/delete Delete icons to modify or remove an existing email rule as required.
2. Consolidated Emails |
You can send out emails in bulk for the following email notifications:
Task Responsibility Assigned
Milestone Responsibility Assigned
Task Due
Milestone Due
Task Update
Milestone Update
When the above email rules are selected, an additional tick box titled ‘Send Consolidated Emails’ will be available. Upon selecting the tick box, two radio button options will appear as follows:
‘All Projects’ radio button – If selected, the system will consolidate and send an email with all the tasks assigned/updated/due to the user for all projects.
‘Per Projects’ radio button – If selected, the system will consolidate and send an email with all the tasks assigned/updated/due to the user for each project.
The frequency of the consolidated emails can be set from the dropdown ‘Consolidate for the following period’. For example, if ‘Daily’ is selected, the consolidated email will be sent at the end of each day. If ‘Weekly’ is selected the consolidated email will be sent at the end of each week, etc.
Once the consolidated email notifications are set up, instead of individual notifications, the respective email notifications will be sent out in bulk, in one email, for each recipient, at the selected frequency.
For example, if the ‘Task Responsibility Assigned’ email notification is set to be sent consolidated with the following configurations:
All Project’ Project radio button is selected.
‘Consolidate for the following period’ dropdown is set to ‘Daily’.
If there were three tasks, from three projects, assigned to a user today, instead of three separate emails, a single email would be sent to the user, with the details of all three tasks, at the end of the day.
You can use the snippet named ‘Task List’ in the respective email templates (accessed via Framework > Project Settings > Email Template) to show all the corresponding information on tasks related to the consolidated email notification.
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