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Employee notifications [in-depth guide]

Guide contents: Notifications | Changes in project status | Daily deliverable status | Estimate approval | Items to approve | Missing time | New clients | New opportunities | New projects | New spec sheet | New vendors | Overbudget by item | Overbudget by service | Overbudget projects | Overbudget tasks | Overdue billing worksheets | Overdue project estimates | Overdue timesheets | Task reminders | Updates to task information | Resources

Each person in the system can receive multiple types of notifications automatically from the system. Some notifications are set up automatically, such as when a project is added or task information is updated. Other information is sent out in the form of a daily e-mail. Some items included in this e-mail are over-budget projects and missing timesheets. Each staff person is subscribed to a notification by an administrator who can edit their employee's settings. An employee can only subscribe themselves with appropriate rights to a notification.

Notifications

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  1. From Menu > Admin/manager > Employee > Click on the employee in question.
  2. Click the Notifications tab.
  3. Each specific notification is listed on the page with different options for each type of notification. To assign the notification, check to Notify me of this Event located under the notification name.  You may also select options that will narrow down the notifications to only the information that is important to the employee.

NOTE: Some notifications require further settings to be made. These are located via Menu > Admin/manager > System setup > Account information > Transaction preferences > Daily emails. You will need to select a date for the notifications to begin. If notifications are not being received, please check your server filter settings and workstation email filter settings.

Screenshots of the various email messages are also included to help with setting up Inbox filters.

Changes in project status

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Type:

  • Immediate.

Requires:

  • No further settings.

Selection:

  • All projects I am assigned to = projects where you are on the project team.
  • Projects where I am the account manager = projects where you are the designated account manager.
  • Projects where I am the project manager = projects where you are the designated project manager.
  • Only projects in my office = projects where the office setting is the same as your employee record.
  • All projects = All projects.

Example email:

Daily deliverable status

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Type:

  • Daily.

Requires:

  • Assigned to the project team; Project status is active.
  • Requires further setup via Transaction preferences > Daily emails > Pending deliverable reviews.

Selection 1:

  • All deliverables I own on active projects = Deliverable created by you and the project is in active status.
  • All deliverables on active projects I am assigned to = all deliverables for active projects that you are on the project team.
  • All deliverables on active projects I am the project manager = all deliverables for active projects that you are the designated project manager.
  • All deliverables on active projects I am the account manager = all deliverables for active projects where you are designated as the account manager.

Selection 2:

  • Select the days prior to the task plan complete date that you want the notification to be triggered.

Estimate approval

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Type:

  • Immediate.

Requires:

  • No further settings.

Sends a notification when an estimate is approved.

 

Items to approve

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Type:

  • Daily

Requires:

  • "Items to approve"  must be checked on the Employee record: Notifications
  • Requires further setup via Transaction preferences > Daily email > Items to approve.
    • Set the date you want the notification to start going out and the time of day. 
      • This will notify you when there are items to approve in your notification bell. This email goes out once a day with the subject line “Daily items to approve”
    • The email will list everything in their Bell notification and will also contain a link that goes directly to their bell’s “Items to approve”.

Example Email: 

Items_to_approve_email.png

Missing time

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Type:

  • Daily.

Requires:

  • 'Timesheet is required' must be checked on Employee record: Accounting.
  • Requires further setup via Transaction preferences > Daily email > Missing time.

Selection:

  • All people = All people that are required to enter time.
  • People where I approve their time = people whom you have been designated as their timesheet approver on the employee record.
  • People I supervise = used only if have departments set on employee record and you have the Supervisor box checked.

Example email:

New clients

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Type:

  • Immediate.

Requires:

  • No further settings.

Sends a notification when a client record is entered and saved the first time.

New opportunities

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Type:

  • Immediate.

Requires:

  • No further settings.

When an opportunity is created in the system, a notification will be sent.

New projects

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Type:

  • Immediate.

Requires:

  • No further settings.

When a project is created in the system, a notification will be sent.

Example email:

New spec sheet

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Type:

  • Immediate.

Requires:

  • No further settings.

Sends a notification when a selected spec sheet is added to any project you are also on the team of.

New vendors

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Type:

  • Immediate.

Requires:

  • No further settings.

Sends a notification when a vendor record is entered and saved the first time.

Example email:

Overbudget by item

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Type:

  • Daily.

Requires:

Selection 1:

  • My projects = projects where you are on the project team.
  • Projects where I am the account manager = projects where you are designated as the account manager.
  • Projects where I am the project manager = projects where you are the designated project manager.
  • Project in my office = projects set to the same office as your employee record.
  • All projects = all projects.

Selection 2:

  • Sets within what % of the budget will the notification be sent.

Overbudget by service

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Type:

  • Daily.

Requires:

Selection 1:

  • My projects = projects where you are on the project team.
  • Projects where I am the account manager = projects where you are designated as the account manager.
  • Projects where I am the project manager = projects where you are the designated project manager.
  • Project in my office = projects set to the same office as your employee record.
  • All projects = all projects.

Selection 2:

  • Sets within what % of the budget will the notification be sent.

Overbudget projects

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Type:

  • Daily.

Requires:

Selection 1:

  • My Projects = projects where you are on the project team.
  • Projects where I am the account manager = projects where you are designated as the account manager.
  • Projects where I am the project manager = projects where you are the designated project manager.
  • Project in my office = projects set to the same office as your employee record.
  • All projects = all projects.

Selection 2:

  • Sets within what % of the budget will the notification be sent.

Overbudget tasks

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Type:

  • Daily.

Requires:

Selection 1:

  • My projects = projects where you are on the project team.
  • Projects where I am the account manager = projects where you are designated as the account manager.
  • Projects where I am the project manager = projects where you are the designated project manager.
  • Project in my office = projects set to the same office as your employee record.
  • All projects = all projects.

Selection 2: sets within what % of the budget will the notification be sent.

Overdue billing worksheets

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Type:

  • Daily.

Requires:

Selection:

  • My billing worksheets = Worksheets where you are designated as the approver.
  • All billing worksheets = all worksheets.

Example email:

Overdue project estimates

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Type:

  • Daily.

Requires:

Selection:

  • My projects = Projects where you are on the project team.
  • All estimates = all estimates from all projects.

Overdue timesheets

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Type:

  • Daily.

Requires:

  • 'Timesheet is required' must be checked on Employee record: Accounting. Will not include timesheets prior to the employee's date of hire.
  • Requires further setup via Transaction preferences > Daily emails > Overdue timesheets / Unsubmitted timesheet.

Selection:

  • All people = All people that are required to enter time.
  • People where I approve their time = people whom you have been designated as their timesheet approver on the employee record.
  • People I supervise = used only if have departments set on employee record and you have the Supervisor box checked.

Example email:

Overworked assignments

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Type:

  • Daily.

Requires:

  • Allocated hours on the assigned task
  • Requires further setup via Transaction preferences > Daily emails > Overworked update.

Selection 1:

  • My projects = projects where you are on the project team.
  • Projects where I am the account manager = projects where you are designated as the account manager.
  • Projects where I am the project manager = projects where you are the designated project manager.
  • Project in my office = projects set to the same office as your employee record.
  • All projects = all projects.

Selection 2:

  • Sets within what % of the budget will the notification be sent.

Task reminders

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Type:

  • Daily.

Requires:

  • Assigned to a project task that has not been completed or on the project team; Project status is active.
  • Requires further setup via Transaction preferences > Daily emails > Task reminder.

Selection 1:

  • My assigned tasks on active projects = tasks where you are specifically assigned to and are not completed, and the project is in active status.
  • All tasks on active projects I am assigned to = all tasks for the active project you are on the project team.
  • All tasks on active projects where I am the project manager = all tasks for active projects where you are the designated project manager.
  • All tasks on active projects I am the account manager = all tasks for the active project where you are designated as the account manager.

Selection 2:

  • Select the days prior to the 'task plan complete date' that you want the notification to be triggered.

Example email:

Task completed notification

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Type:

  • Immediate.

Requires:

  • No further settings.

Selection:

  • All projects I am assigned to = projects where you are on the project team.
  • Projects where I am the account manager or project manager = projects where you are the designated account manager.
  • Only projects in my office = projects where the office setting is the same as your employee record.

Example email:

Resources

Connections emails [in-depth guide]

System options: Transaction preferences [in-depth guide]

Global lists: Departments [in-depth guide]

Add new employee [in-depth guide]

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