Auto Alerts

Many of the windows and views throughout Project Insight include an Auto-Alert option from the Tools drop-down in the upper right portion of the screen.



Selecting this tool for a particular item, such as a Folder, Issue, Project or Task, will send an email notification for particular rules and activities that may occur for that particular item and/or its sub-items. These email notifications will normally occur within minutes of the event that triggers the Auto-Alert.

To manage your Auto-Alerts, click on My Auto-Alerts from within the My Insight drop-down menu. The first screen will list Item-based Auto-Alerts with view/edit functionality to the right of each item, and a System Level Auto-Alerts link in the upper right. The following example is a list of My Auto-Alerts.



You will notice in the above items that the path can reveal important information about the Auto-Alert, as well as the Item icon and name. An Auto-Alert in a path with user-defined folders is usually more specific to certain content sections and/or items and projects. The Auto-Alerts in the Company Brochures path of our example pertain specifically to projects in the Company Brochures folder.

By clicking the edit icon in the View column for any one of the Auto-Alerts in the above example, you will expand into the detailed rules/criteria set for that particular Auto-Alert.


As you can see, one Auto-Alert may actually contain a set of rules that are managed within it as a set of more than one Auto-Alerts. Our Brochure project Auto-Alert within the Company/Brochures folder contains three rules for notifying Susie Moore

  • Notify Susie whenever anyone marks a task 100% complete.
  • Notify Susie if the project becomes overdue by 3 days.
  • Notify Susie if the project scheduled start or end date changes.

Susie may have a few extra days of slack before she has to worry about scheduling on the Brochure project, so she simply wants to view each task completion as needed and only be alerted if the project scheduled end date changes or goes overdue by 3 days.

Adding new Auto-Alerts is done simply by selecting the Type and rules from the drop-down selections and clicking to add the selected rules to the list of Auto-Alerts.


System Level Auto-Alerts

The System Level Auto-Alerts section is accessed from the initial My Auto-Alerts page by clicking System Level Auto-Alerts in the upper-right. Administrators will also see System Wide Auto-Alerts in the Global Settings of the Administration section. These auto-alerts are used to set rules that will apply to content accessible by you within the entire Project Insight application. Administrators use this same section to set system wide auto-alerts for all users. Caution should be taken with these Auto-Alerts as they can easily be set to send an overwhelming and/or unmanageable volume of email to the recipient. The most common usage for these is simply to watch tasks assigned system-wide to a specific individual, like oneself, or to watch for overdue projects.


Item Types for Auto-Alerts

The alerts can be set at any level, but the relevance of the alerts will often depend upon the item type selected for the alert. The following chart outlines the applicability of the alerts to the main item types alerts are used on for notification purposes.

Alert Type Folders Projects Tasks Issues Other Items
Item created x x x x x
Item updated x x x x x
Item deleted x x x x x
Item Added to On-it x x x x
Item comment created x x x x
Item comment updated x x x x
Item comment deleted x x x x
Item assignment changed x x x x
Item assignment accepted x x
Item assignment declined x x
Item closed x x
Item re-opened x x
Item scheduled to start x
Item overdue x
Item start or end date changed x x
Item start date changed x x
Item end date changed x x
Item % complete changed x x
Item completed x
Item predecessors complete x
Item requires approval x x x
Item approved x
Item denied x
Item rejected x
Issue status type changed x
Issue resolution created x
Issue resolution updated x
Issue resolution deleted x

Choosing Who to Notify

When selecting who you want to receive the alert, you have several choices. The choices and their definitions are as follows:

  • User - select a Project Insight user who you have communication rights to, including yourself.
  • Role - roles allow you to notify a user based on what role that user is on the item for which you are setting the alert. This is helpful when there are changing team members for alerts which you are setting at higher levels, such as on a project. The roles are as follows:
    • Project Alerts
    • Project Manager(s)
    • Project Scheduler(s)
      Task Alerts
    • Project Manager(s)
    • Project Scheduler(s)
    • Item Assignee
    • Item Assigned To (Owner)
      Issues
    • Item Assignee
    • Item Assignor
    • Item Creator
  • Group - select a Project Insight group that you have communication rights to.
  • Company - select a Project Insight company that you have communication rights to.
  • Email Address - enter in any email address that you want to receive the notification.

Each choice is not necessarily available for each alert type. The following chart outlines the selections at each level. Roles in the below chart are based on the alert type as listed above.

Alert Type User Role Group Company Email Address
Item created x x x x
Item updated x x x x
Item deleted x x x x
Item comments changed x x x x
Item assignment changed x x x x
Item assignment accepted x x x x
Item assignment declined x x x
Item closed x x x
Item re-opened x x x
Item scheduled to start x x x
Item overdue x x x
Item start or end date changed x x x
Item start date changed x x x x
Item end date changed x x x x
Item % complete changed x x x x
Item completed x x x x
Item predecessors complete x x x x
Issue status type changed x x x x
Issue resolution changed x x x x

Choosing What to Notify the Alert Recipient About

When choosing what to notify the recipient about, it is very important to read the instructions on the screen. Each type of alert has specific prompts as to what you can notify the recipient about. The following chart summarizes for each alert type what you can notify the recipient about.

Alert Type Notify the recipient when
Item created sub-items of "THE ITEM" are created.
any sub-item of " THE ITEM 's" sub-items are created. (Recursive)
Item updated "THE ITEM" is deleted.
sub-items of "THE ITEM " are updated.
any sub-item of " THE ITEM 's" sub-items are updated. (Recursive)
Item deleted sub-items of "THE ITEM" are created.
sub-items of " THE ITEM " are deleted.
any sub-item of " THE ITEM 's" sub-items are deleted. (Recursive)
Item comments changed item comments are changed that are assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any item comments are changed.
Item assignment changed an item assignment changes that is assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any item assignment changes.
Item assignment accepted an item assignment is accepted that is assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any item assignment is accepted.
Item assignment declined an item assignment is declined that is assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any item assignment is declined.
Item closed an item is closed that is assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any item is closed.
Item re-opened a closed item is re-opened that is assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any item is re-opened.
Item scheduled to start tasks are scheduled to begin in {N} days that are assigned to {USER NAME or ANYONE}.
Exception – selecting a role to notify, it will notify the role when any tasks are scheduled to begin in {N} days.
Item overdue tasks are overdue by {N} days that are assigned to {USER NAME}.
Exception – selecting a role to notify, it will notify the role when any tasks are overdue by {N} days.
Item start or end date changed the task or project {start or end date, just the start date, OR just the end date} changed that are assigned to {USER NAME}. "Assigned to" applies only to tasks and not projects.
Exception – selecting a role to notify, it will notify the role when any task or project {start or end date, just the start date, OR just the end date} changed.
Item start date changed the task or project {start date} changed that are assigned to {USER NAME}. "Assigned to" applies only to tasks and not projects.
Exception – selecting a role to notify, it will notify the role when any task or project {start date} changed.
Item end date changed the task or project {end date} changed that are assigned to {USER NAME}. "Assigned to" applies only to tasks and not projects.
Exception – selecting a role to notify, it will notify the role when any task or project {end date} changed.
Item % complete changed the percent complete is {marked complete OR changed} for tasks that are assigned to {USER NAME}.
Exception – selecting a role to notify, it will notify the role when any tasks percent complete is {marked complete OR changed} for tasks.
Item Completed
Item predecessors complete all of the predecessors are complete for tasks assigned to {USER NAME or ANYONE}.
Exception – selecting a role to notify, it will notify the role when any of the predecessors are complete for tasks.
Issue status type changed the issue state has changed that is assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any issue state has changed.
Issue resolution changed the issue resolutions are changed that are assigned to {USER NAME or ANYONE}.
Exception - when selecting a role to notify, it will notify the role when any issue resolutions are changed.

Remember, the above notification chart applies to the item you are on and all the items "underneath".


Permission Rules

  • You can edit and delete alerts you create anywhere you create them.
  • Issue managers can add, edit and delete alerts that are created on any issue.
  • System administrators can add, edit and delete alerts that are created on any issue.
  • Issue managers can set alert notifications for other users in the system besides themselves.
  • Project managers can set alert notifications for other users in the system besides themselves but only for their projects.
  • System administrators can set alert notifications for other users in the system besides themselves.
  • Regular users can only set alerts for themselves.

Online 11/11/2016