You can set up email notifications to alert users of events related
to tasks and workflow.
In This Topic
Task notifications
When email notifications are on, a user receives an email message when any
of the following task events occur.
- A task is assigned
- The task assignee and/or the project owner are notified.
- A task is reassigned
- The new task assignee, the previous task assignee, and/or the project owner are notified.
- A task is due soon
- The task assignee and/or the project owner are notified.
- A task is overdue
- The task assignee and/or the project owner are notified.
- A task due date is changed
- The task assignee and/or the project owner are notified.
Turn off email notifications for tasks
Email notifications are on by default, but you can turn them off.
- In the web app, select Design. If a sandbox is not available, then create one.
- In the sandbox, select Notifications.
- Under Task Notifications, select Turn off.
- When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, select Publish Changes.
Edit email notifications for tasks
Email notifications can alert users when a task due date is approaching or overdue, when the due date changes, or if the task was reassigned. You can also specify who receives the email notification.
- In the web app, select Design. If a sandbox is not available, then create one.
- In the sandbox, select Notifications.
- Under
Task Notifications,
next to the item to edit, select the edit icon
.
- Under Configure, choose a status field and a due date field on which to base the email notification.
- For task due dates only,
under
When,
enter the number of days before or after a task is due to send an email
notification. You can also choose whether to send an email notification on the
day the task is due.
- To increase the frequency of the notification, select Add Notification.
- To reduce the frequency of the notification, select the x to delete the setting.
- Under Send To, specify who to send the email notifications to.
- When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, select Publish Changes.
Workflow notifications
When workflow and email notifications are on, a user receives an email
message when any of the following workflow events occur.
- An idea is submitted
- The steering committee members are notified.
- An idea is submitted and remains unreviewed for a specified number of days
- The steering committee members are notified.
- An idea is approved and moved to the hopper
- The user who submitted the idea is notified.
- An idea is rejected
- The user who submitted the idea is notified.
- An idea is now an active project
- The user who submitted the idea is notified.
- A new or existing project is assigned to a new project owner
- The new project owner is notified.
- A new or existing project is assigned to a new review board member
- The new review board member is notified.
- A project phase is submitted for review
- The review board members who are required to review it are notified.
- A project phase is withdrawn from review
- The project owner is notified.
- A project phase is approved
- The project owner is notified.
- A project phase is rejected
- The project owner and all the review board members are notified.
- A project phase is due in a specified number of days, is due, or is overdue by a specified number of days
- The project owner and the review board members who are required to review it are notified.
- A project is paused
- The project owner, review board members, and task assignees are notified. When a project is paused, all date-based notifications, such as overdue or due soon, are also stopped.
- A project is canceled
- The project owner, review board members, and task assignees are notified. When a project is canceled, all date-based notifications, such as overdue or due soon, are also stopped.
- A project is resumed
- The project owner, review board members, and task assignees are notified. When a project is resumed, it returns to the same phase, with the same phase dates, unless a steering committee member updates them.
- A project is completed
- The project owner and all the review board members are notified.
Turn off email notifications for workflow
Email notifications are on by default, but you can turn them off.
Note
When you turn off email notifications for workflow, users will continue to receive notifications on the Workflow page in the web app. Therefore, even after you turn off email notifications, you can still edit workflow notifications.
- In the web app, select Design. If a sandbox is not available, then create one.
- In the sandbox, select Notifications.
- Under Workflow Notifications, select Turn off.
- When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, select Publish Changes.
Edit notifications for phases and unreviewed ideas
When workflow is on, notifications can alert project owners and review board members when a project phase is pending, due, or overdue. Notifications can also alert steering committee members when they have not yet reviewed a new idea.
You can specify when and how often to send the notifications.
- In the web app, select Design. If a sandbox is not available, then create one.
- In the sandbox, select Notifications.
- Under
Workflow
Notifications,
next to the item to edit, select the edit icon
.
- For phase due dates, under
When,
enter the number of days before or after a phase is due to send a notification.
You can also choose whether or not to send an email notification on the day the
phase is due. For unreviewed ideas, under
When,
enter the number of days an idea has gone unreviewed before sending an email
notification.
- To increase the frequency of the notification, select Add Notification.
- To reduce the frequency of the notification, select the x to delete the setting.
- When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, select Publish Changes.
