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Email notifications

Notes

Notification settings are controlled by the individual user, but can be adjusted by the system Administrator.

Administrator access rights may be required to perform some of the following steps related to notifications.

In brief

Notifications are a way of alerting individual users about activities, cases, accounts, dates, deadlines and other relevant notices to ensure they aren’t forgotten, overlooked or otherwise missed.

Currently, there are four notification types sent to the user’s email address, including: New activity, Activity confirmed, Today’s agenda and Weekly summary.

New activity and Activity confirmed are designed to inform the user of work related activities. New activity notices are sent to a user’s email address when someone else creates an activity for that user. Activity confirmed notices are sent to the activity owner’s email address when other users confirm their participation in an activity.

The content of Today’s agenda and Weekly summary notices varies greatly according to available data and user access rights. The quantity and quality of data in a company’s system determines what information is available to populate the notices. For example, a new company may not yet have enough data to create meaningful notifications, and then they won’t be sent. Notification information is also delimited based on user access rights to ensure users only see relevant data that they have permission to access.

Getting Started

Notifications are automatically activated when a new user is created. To turn notifications on or off, or send yourself a test email, click on Tools - Personal details. On the Personal details page, click the arrow to the right of the Settings title bar to open the section. Click the Edit button located on the Settings title bar to make changes.

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New activity

To receive an email every time another user creates an activity for you, or includes you in a group activity, click to open Tools - Personal details. On the Personal details page, click the arrow to the right of the Settings title bar to open the section. Click the Edit button located on the Settings title bar to make changes.

Under Email notifications, after New activity click to select Yes from the drop-down menu if you wish to receive New activity notices. Or, select No if you wish to discontinue receiving New activity notices.

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Activity confirmed

To receive an email every time a user confirms participation in an activity of which you are the owner, click to open Tools - Personal details. On the Personal details page, click the arrow to the right of the Settings title bar to open the section. Click the Edit button located on the Settings title bar to make changes.

Under Email notifications, after Activity confirmed click to select Yes from the drop-down menu if you wish to receive Activity confirmed notices. Or, select No if you wish to discontinue receiving Activity confirmed notices.

Today’s agenda

To receive a daily email Monday – Friday mornings with information about Activities, Phases, Cases, Deadlines, Birthdays, Expected orders, Exceeded work estimates and Relevant notices with information about employees in your department (according to access rights), click to open Tools - Personal details. On the Personal details page, click the arrow to the right of the Settings title bar to open the section. Click the Edit button located on the Settings title bar to make changes.

Today’s agenda emails include information when available, in the following order and based on the following criteria:

Activities

Deadline today
User is participant
User is owner
Not closed

Deadlines

Phases

Is not locked
User is member
Deadline today

Cases

Deadline today
User is case owner
Not closed

Expected orders

Case not closed
Sales close date today
User is salesperson

Exceeded work estimate

User is participant
User is owner
Case not closed

Birthdays

Account contact when User is owner
Birthday today

Relevant notices (subordinates)

Incomplete

Activities

Deadline past due
Subordinate is participant
Subordinate is owner
Not closed

Phases

Is not locked
Not completed
Subordinate is member
Deadline before today

Cases

Deadline before today
Subordinate is owner
Not closed

Expected orders

Case not closed
Sales close date today
User is salesperson

Out of office

Subordinate is owner
Subordinate is participant
Reason out of office
Happens today

Under Email notifications, after Today’s agenda click to select Yes from the drop-down menu if you wish to receive Today’s agenda notices every morning. Or, select No if you wish to discontinue receiving Today’s agenda notices.

If you’d like to preview how your available data will appear in Today’s agenda click Test daily email. A popup window will display the test email. You can click Send at the bottom of the popup or simply close it in the top right corner.

Daily agenda - example

Weekly summary

To receive a weekly email every Monday morning with information about Activities, Phases, Cases, Accounts, Deadlines, Flextime and Relevant notices with information about employees in your department (according to access rights), click to open Tools - Personal details. On the Personal details page, click the arrow to the right of the Settings title bar to open the section. Click the Edit button located on the Settings title bar to make changes.

Weekly summary emails include information when available, in the following order and based on the following criteria:

Completed last week

Activities

	Deadline last week
	User is participant
	User is owner
	Closed

Phases

	Deadline last week 
	User is member
	Completed

Cases

	Deadline last week
	User is owner
	Closed	

To-do this week

Activities

	Deadline this week
	User is participant
	User is owner
	Not closed

Phases

	Is not locked
	Not completed
	User is a member
	Deadline this week

Cases

	Deadline this week
	User as case owner
	Not closed

New accounts last week

	Active accounts

Accounts with first won case

New cases last week

	Created last week
	Not closed

Cases won last week

	Sales close date last week
	Sales process in 'won' state

Top three cases

	Not closed
	User is case owner
	User is salesperson
	Sorted by margin 
	Not internal

Case deadlines last week

	Deadline last week
	Not closed
	User is case owner

Relevant notices (subordinates)

Case deadlines last week

	Deadline last week
	Subordinate is case owner
	Not closed

Under Email notifications, after Weekly summary click to select Yes from the drop-down menu if you wish to receive Weekly summary notices every Monday. Or, select No if you wish to discontinue receiving Weekly summary notices.

If you’d like to preview how your available data will appear in Weekly summary click Test weekly email. A pop-up window will display the test email. You can click Send at the bottom of the window or simply close it in the top right corner.

Weekly summary - example

Administrative privileges

The system administrator has access to change individual user notification preferences. To do so, click to open Tools - Settings and then under User, click on User management. On the User management page, click the Edit button for a user to open their Personal details page. Next, click the arrow to the right of the Settings title bar to open that section, and click the Edit button located on the Settings title bar to make changes.

Under Email notifications, after New activity, Activity confirmed, Today’s agenda or Weekly summary click to select Yes from the drop-down menu if you would like this user to receive those notices. Or, select No if you would like to discontinue notices for this user.

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