This section explains how to create smart notifications and how to monitor delivery plan limits and deadlines based on them.
Smart Notifications help users and/or customers to monitor plan limits and stay on top of their deadlines. The user defines the triggers to send the notification, when to notify and who will receive the notification. The purpose is to avoid issues such as:
The principle behind smart notifications is simple. The user creates a Notifications Rules Set containing 3 basic definitions:
The next step is to associate this Notification Rules Set to an existing delivery plan. When the plan is ACTIVE, the system will monitor the activities based on the plan progress/consumption and the worklogs the teams enter.
Whenever the activities performed to reach the specified parameters, the system will alert the related audience so they can take the necessary actions.
To create a Notification Rules Set, go to the left menu and click on the "Delivery Plans" option, then select the "Notifications" link. The list of existing Notification Rules Sets is displayed.
If you are accessing this screen for the first time, the system will show you the following message:
Click on the "Create Notification" button to create a new Set. If you already have notifications created, click on the "Create Rules Set" button on the top right of the screen. The following screen appears:
Fill the following fields accordingly:
Notifications in hours can include non-billable hours as part of the delivery plan's total or only the billable ones, as basis for sending notifications. See the General Settings to select the desired behavior.
Team: All team members that are part of the delivery plans where this notification set is used
All: Sends the notifications to all people above
After choosing the receivers, click on the "Add Rule" button to add the rule to the list. The screen will be cleaned so you can add another rule to the Set or save the Set by clicking on "Save Rules Set".
You can add up to 3 rules to each Notification Rules Set created
You can repeat the same rule inside the Notification Rules Set (since they have different parameters) in case you want to be notified in different stages of the same delivery plan. For example:
The system also understands when executed activities reach the rule by exceeding the parameter and also require notification. For example:
You can only add the same rule twice in a Notification Rules Set in case they are using different parameters. Taking the previous example, you cannot add the "Notify X days before the delivery plan expires" rule twice and informing the same "10 days" for the two rules added.
In both cases, you just need to go to the "Notifications set" dropdown (as shown below) and select the Notification Rules Set this particular plan should follow. This will tell the system what rules should be monitored in order to send the notifications to the selected audience.
The system will only start monitoring the rules after the delivery plan is ACTIVE.
After the delivery plan is ACTIVE you can always check the rules it is following by opening the plan and clicking on the "View Set Rules" button. The following screen will be displayed (read-only):
When time goes by and the team members log their work, the system will monitor the delivery plan limits as per the Notification Rules selected. Whenever the activities reach the defined parameters, the system will send a notification to the related audience (defined on the Notification Rules Set). These users can view the notifications on the left menu, where the bell icon will display the number of unread notifications:
The notifications displayed refer to all delivery plans the user is monitoring with the Notification Sets. The more plans are being monitored, the bigger is the notifications amount displayed.
Notifications only work within the plan dates. If you have worklogs outside the start/end dates period, these will not be taken into consideration by the system to alert the users.
If you already received a notification that matches the defined rules, the system will not notify again in case the delivery plan data is changed (increase hours, set new end date, etc.).
The notification rules respect delivery plan recurrence. It means they will work based on the defined recurrence, when available. For example:
When the user clicks on the Notification Icon, the list of unread notifications appears. The user has two additional icons on this screen to:
It is also possible to simply close the notification window by clicking again on the bell icon. This action will not change the notifications in place.
Customers will receive notifications via email when delivery plans reached the limits defined on the Smart Notifications. In this case, the message will look like this:
It is recommended to check with your IT or infrastructure if your internal process allows sending emails from the app.
|E-mail Notifications set up in Hours are sent immediately after a worklog reaches the delivery plan limits. When the notifications are set up. in Days, the e-mails are sent every midnight (Greenwich time).|