Progress Reports – “Time to Update Your Progress”

These are notification emails for % completed, Actual and Remaining Efforts for:

• Active Tasks – tasks due to complete in the coming days.
• Upcoming Tasks –tasks scheduled to start in the coming days until the next Progress Report goes out
• Days of the week – you can set the days of the week for the “Time to Update your Progress” emails to go out.

Subject

“Time to Update Your Progress”

Recipients

The mail is sent to Resources assigned to tasks.

If no resource is defined, the task's Owner will receive the email by default.

Modifying Progress Report Content

There is a section in your Organization’s System Settings (section: Task Completion Reporting Policy) that contains a number of settings for these emails.​

AdaptiveWork Administrators can modify the setting:

Days of the week

You can set the days of the week for the “Time to Update your Progress” emails to go out.

Notes:

Email Message Content

You can configure which work items appear in the scheduled emails in the System Settings tab.

Expected percentage progress for periodical reporting (%)

AdaptiveWork’s scheduling calculations use a method of projecting the expected linear progress of a work item.

At any time you can see the Expected Progress for any work item on the work item’s properties. You can also expose this field in column views.

Expected Progress is also used by the Scheduling_Status calculation and indicator.

For longer running tasks, you may want the user to have to update progress only if the expected effort was not met.

This setting allows you make sure these tasks are included in the update request emails when their Expected Progress increments by a multiple of the number defined in this setting.

• The default is 25. A Task with expected progress of 25%, 50%, 75%, or 100% will be included in the email iof not met.
• Changing the number to, e.g. 10, will include any tasks with an expected progress of 10%, 20%, 30% etc…

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By setting this number to 0, you can force AdaptiveWork to include all Active tasks in the update request email, regardless of their Expected Progress.

Notes:

Life time of the completeness report email (working days)

You can set how long the report email’s links will be valid for. As the email contains links which allow you to update AdaptiveWork without logging in, this prevents users updating old tasks by mistake.

Include only Executable Tasks in system-triggered (scheduled) Progress Report emails

• Every work item in AdaptiveWork can have an “executable” flag displayed on it.
• The Executable flag is shown when a work item can be worked on. Executable tasks are Active Tasks that have no active predecessors.
• When you set dependencies (most commonly Finish to Start dependencies), you can chain tasks together logically and chronologically so that each task will only become executable when tasks that need to be completed
  before (predecessors) have been completed. This allows resources to prioritize tasks.

Action Items

By default you have 3 options:

• Quick Update – allows you to quickly update your progress for each task without logging into AdaptiveWork.
• My Progress is According to Plan - Update all your tasks' progress based on the expected progress listed.
• Log into AdaptiveWork

Update Tasks from links in email

Add an envelope icon to the email, which opens an email in edit mode. Sending the email updates the Task based on a rule set up in Interact. For example, the email content can update the Task description, or a status field, etc.

To add the email link you must create Interact rules for both Projects and Tasks.

Subscribe to Project Notifications - daily summary notifications from AdaptiveWork

Daily notifications summary is a digest of all relevant alerts for work items that the recipient is a Resource, an Owner, or the Project Manager on.
Alerts include scheduling, resourcing and budgetary issues that occur during the execution of a project such as:

• schedule and budget slippage
• tasks not having resources assigned
• scheduling conflicts and more.

These alerts are also displayed in users’ AdaptiveWork Today panels on the right side of the screen.

Note: A longer description of the content of the project management notification Alerts can be found on the Alerts article page .

Project Notification email example and content

Subject

“Daily notifications summary from AdaptiveWork”

Recipients

If their user setting “Subscribe to Project Notifications” option is set to “Yes” these users will receive notifications:

• Project Managers
• Owners of Work Items (Projects, Milestones, Tasks).
• Resources assigned to Tasks
• Reviewers assigned to Work Items (Projects, Milestones, Tasks).

Frequency

Email is sent daily. If there is no relevant content, the message will not be sent.

Action Items

This depends on the content of the message.

For resources they are generally a reminder that certain tasks are overdue, so the necessary action is to complete the task.

For project managers, remedial rescheduling or work re-assignment may be necessary to get projects back on track.

Executable Task Notifications

An email notification letting users know that they can begin work on an assigned task.

Project Notification email example and common use

System Settings

Enable notification for completed predecessors via email

Subject

“Work Items you can start working on”

Recipients

Resources assigned to Tasks.

Frequency

When a task becomes executable (active with no incomplete predecessors, as set by [Adding_a_Dependency | dependencies]).

Action Items

These emails, are informational only and provide links to the relevant work item/s.

Send Update Request

Update Requests can be manually triggered to individual users from Work Items or Current Project screens - or by Customization.

Recipients

Resources assigned to Tasks.

Frequency

When manually triggered by Project Manager, Work Item’s Owner or Direct Manager

Action Items

Update your tasks progress (% completed and/or actual & remaining effort) and add any notes.

User-Triggered Emails

AdaptiveWork allows you to manually send an email from Work Items or from Current Project These emails contain the following text and includes a link to the work item:

Hi All,

I wanted to inform you that the following work item in Project 'Link_to_Your_Project_Name' in AdaptiveWork has been updated and may require your attention.

Thanks for your cooperation.

Email Server – Project Mail™

AdaptiveWork email functionality allows you to manually initiate email-based discussions on work items (Projects, Milestones, Tasks) from within the Work Items sub-system or Current Project view.

Manually triggered emails also CC AdaptiveWork’s ProjectMail server (you will see the name “TrackIt” with email address emailserver@clarizenmail.com in the CC field).

Recipients

• Team
• Owner
• Resources
• Reviewers
• User- defined recipient(s)

Frequency

When manually triggered by Project Manager, Work Item’s Owner or Direct Manager

Action Items

These emails contain an embedded token so that recipients can Reply-All to the message, where the entire thread of mails will be captured and attached to the relevant work item.
The email thread will also be displayed in the Collaboration View.

Share Gantt, Roadmap by Email

You can share a high level overview of your projects with users or even individuals with no AdaptiveWork login credentials as a link via email.

Recipients

The recipients are defined manually by the user who shares the Roadmap or Gantt.

Frequency

These emails are triggered by a user.

Action Items

View only. Click on the embedded link to see the roadmap in a browser.

Collaboration View

Emails which are manually sent from the Work Items subsystem or Current Project to users can be viewed as part of the project’s hierarchy in the Collaboration View Screen.

Email Users

Email Users perform all their activities with AdaptiveWork via email. They can report progress and receive email notifications.

These Users have no web access to AdaptiveWork, they can subscribe to their AdaptiveWork tasks as an ical Calendar and report progress on tasks appearing in their calendar via a special web form.