Project Settings – Email Rules

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) 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 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. Before – Email is sent before set date. After – Email is sent after set date. Days – You can set a duration to send an email. Before – Email is sent before set date. 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.

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’ 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.