Alerts(Scheduled Emails)

Alert Email or Email Notification to Last Assigned users

OVERVIEW

Users often desire email notifications for items assigned to them. This can be achieved through either Email Notifications or Alerts. Email Notifications, in particular, inform the user about each assigned item.

Alert is sent once a day/week with the list of all items assigned to the user.

WORKING WITH EMAIL NOTIFICATIONS:
  • Create an Email Template
  • Create an Event with the checkbox checked for – Any Update
  • Create an Email Notification using the above Email Template and Event
  • Check the checkbox for Notify Assignee
  • Save the Email Notification

Here, user will get the mail for every update for the item, the user is assigned.

Use Case1: Item A, Item B is assigned to Lan and Item C is assigned to Lora

Lan will get the email notifications for Item A and Item B

Lora will get the email notifications for Item A

Use Case2: Suppose Lan is assigned Item A and Item B and Kat updates any field value

Lan will receive the email notification for any updates done on assigned Item A and Item B

WORKING WITH ALERTS:
  • Create a Filter for All Projects and All Work Items (Do not add any specify criteria or user defined criteria)
  • Create an Alert and add the notifier as User – (Last Assigned)

Here, Each user will get the Email at the time set in Alert that would list all the items assigned to him/her.

In case users want to receive the Email that lists all items assigned today, add two specify criteria in Filter as

Updated Date is Today OR Created Date is Today

ALERT DETAILS FOR WORK ITEMS & DEFECTS

The alert email for Work items/Defect should include a table listing the following details of records:

  • Key : Displays the Item key
  • Item Name : Displays the Item Name
  • Status : Displays the Item Status

ALERT DETAILS FOR DMS ITEMS

The alert email for DMS items should include a table listing the following details of records:

  • Key : Displays the Item key
  • Item Name : Displays the Item Name
  • Rev : Displays the Item Revision such as A, B, C…
  • Change# : Displays the Item Revision Change no. such as 1, 2, 3…
  • Routing state : Displays the Item Routing State
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