Note: We are in the process of redesigning how we handle alerts. We are initially implementing our new design with Timesheet Alerts, which can be configured by a user with administrative privileges in Admin/Timesheet Alerts. See Overview of Timesheet Alerts.
PPM Pro alerts inform users of changes that have been made by other users to the following items: tasks, issues, requests, and projects. In addition, alerts associated with requests and timesheet approvals can facilitate your organization's workflow. Finally, optional team alerts are provided to notify users when they are added to a team (if you want the team alerts enabled, please enter a Community case. The alerts described above are referred to as "default" alerts. Default alerts cannot be deleted; if you wish to remove or modify a default alert, you need to create a custom alert to override it.
Alerts take the form of email messages sent to an email address you specify, or messages sent to a notification page within PPM Pro. The notification page - Home/Alerts - works like an email inbox. You can filter and organize alerts, read them, and mark them for deletion.
The user that makes a change to an entity will not be alerted. Only those users that have been identified to receive the alert will be notified. Similarly, if you add yourself to a project team, you will not be alerted.
An Alert Route determines which action triggers an alert, and which users to notify about the action. You configure alerts on the task, issue and project Alert page/tabs. The default Alert Routes are displayed in the All Alert Routes sections for each item, and cannot be edited. See Default Alerts below for a list of all the default alerts for each item.
In addition to the default alerts provided by PPM Pro, you can define custom alerts for item creation or modification. You can send alerts to any user in your organization, or to a user that satisfies a particular criterion, such as "projectOwner" or "assignedToUser". Request alerts cannot be customized.
Custom alerts take priority over default alerts.
You can create custom alerts for tasks, issues, and projects.
To see a list of all custom alerts in which you are a notification recipient, check the All Alert Routes section on Home/Alerts.
By default, alert notifications are sent to the email address in the user's Resource Info page. You can specify additional or alternate notification methods in Home/Alerts. The alternative to email notification is to receive alert messages within PPM Pro on the Home/Alerts tab. See Configuring Alert Notification in MyArena/Alerts for more information.
The following sections display the default alerts configured in PPM Pro.
Default Project Alerts
The current project owner is notified for the alerts below.
Default Issue Alerts
The user assigned to the issue is notified for the alerts below.
Default Task Alerts
The task owner is notified for the alerts below.
Default Team Alerts
(Optional - feature enabled on request) Any user that is added to a Project, Issue, or Scoring Team is automatically notified with an email message.
A user on a scoring team is alerted when an entity is ready to be scored. You cannot create custom scoring alerts or modify default alerts.
Default Request Alerts
If the request is edited, approved, rejected, or has change of ownership, the Requestor is notified.
If a Request is waiting for approval, Gate/Final Approver is notified.
Default Expense Alerts
If the Expense is approved or rejected, the User is notified.
If a Expense is waiting for approval, the Approver is notified