Define per task (in the template / in the project) if notifications need to be sent. Which users will receive the leadership notification is defined as responsibility in the Project Manager & Project role.
A task in a project has an expected end date. When a user is assigned as resource to the task and this task reaches it's expected end date, the user can receive an email notification on this. The same is for the project managers / leaders which can be notified on tasks being (over)due.
Define per task if a notification is needed
In the Project template
This can be done in the project template:
- Sign in to [customer].syncforce.com
- Go to Project Manager » Admin tools » Project types
- Open project type
- Make sure a Draft revision is available so changes can be made
- Go to the stage
- Go to the task
- Edit
- See the options:
- Resource notifications
- Project leadership notifications
- Turn the checkbox ON for notifications, OFF if these should not be sent.
- Make sure to activate the project template revision. The setting will be active for new projects.
In the project
This can also be done in the project itself, per task:
- Sign in to [customer].syncforce.com
- Go to Project Manager » Projects
- Open project
- Go to Tasks
- Open specific Task
- Scroll down, open 'Settings' by clicking on the button
- Edit the Notifications
- See the options:
- Resource notifications
- Project leadership notifications
- Turn the checkbox ON for notifications, OFF if these should not be sent.
Who will receive the Resource notifications?
All resources assigned to the task.
Who will receive the Project leadership notifications?
All users for which the responsibility 'Receive leader notification when overdue' is ON in either their Project role or in their Project Manager role (the role a user has in the entire Project Manager, regardless of the project).
Check the responsibilities in the configuration report
There is a report in which all Project Manager roles and Project roles are listed with the responsibilities and how these are configured. This report gives a clear overview of who is allowed to do what. Ask your SyncForce Implementation Partner to configure this report if this is not yet configured for you.
Check the responsibilities in Manage Contacts & Users
- Sign in to [customer].syncforce.com
- Go to Manage Contacts & Users
- Go to Users & Authorization » Users
- Filter on management tool 'Project Manager'
- Open the user
- Go to tab 'User account' and click on 'Settings' next to 'Project Manager'
- Click on the 'i-icon' next to the Project Manager role
- See the responsibilities listed for the user's Project Manager role
Too many users receive the leadership notification emails
When too many users receive the leadership notification emails, it might be the case that the responsibility 'Receive leader notification when overdue' is set on the Project Manager role (the one a user has in the entire Project Manager) instead of on the Project role. It's better to have this responsibility set on the Project role, so only a user will receive these leadership notification emails if (s)he is part of the project leadership team in the project.
Changes need to be made to the Responsibilities
Contact your SyncForce Implementation Partner if changes need to be made to the responsibilities in the Project Manager and/or Project roles.