Explaining the Notification Settings
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Do you think that your users and/or collaborators are not receiving emails? Read our troubleshooting guide: |
Explaining the Notification Settings
The notifications are organized into 3 categories
- Communication
- Reminders
- Activity
Each category has a time frame in which notifications will be sent as well as some containing a dropdown where you can select All tasks or Only your tasks
Selecting All tasks will notify you and/or the other collaborators and licensed users on all of the tasks on projects they are invited to. This setting can get very spammy, so please be mindful if you are selecting this for your collaborators. This is a recommended setting for the Managers because presumably you will want your managers to be notified about all activity occurring on projects they are assigned.
Selecting Only your tasks will notify you and/or other collaborators and licensed users on only the tasks that they are assigned. If they are not assigned any tasks, they will not be notified about anything unless they are @-mentioned (provided that setting is not set to mute)
Recommended Settings
After each section below, there will be a recommended setting for Managers and Collaborators. This is created with a generic/basic workflow in mind. Please feel free to select the settings that best fit your customers.
Communication
Comments
This corresponds to any communication on each Project. Messages on tasks, general discussion, and for licensed users: internal discussions.
@-Mentions
This relates to any message on a project that you specifically @-mention a collaborator or user. If a collaborator not invited to a project is @mentioned, they will automatically be added/invited to the project in order the receive the message. There is no dropdown selection for all tasks/only your tasks because they will be messaged regardless of being assigned anything.
Recommended Settings: Managers
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Recommended Settings: Collaborators
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Reminders
Task Assignment
Any time a task gets assigned, the assignee (manager or collaborator) will receive an email notification
Upcoming Items
This is a reminder notification that lets the assignee and/or anyone invited to the project get a breakdown of any tasks that is coming due in the time frame selected.
If you select All tasks for this section, the reminders will be sent for every single task on the project.
Selecting Only Your Tasks will send reminders only to the assignees on the tasks coming due
Overdue Items
This is a warning notification that is sent out on any task that has gone past their due date without being complete.
This is a very important setting for assignees as well as managers
Items with No Due Dates
If tasks do not have due dates, the system generally assumes they are not as important/can be done at any point in the future with no rush. Depending on how you are using this feature, everyone will have their own preference for notifications.
Recommended Settings: Managers
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Recommended Settings: Collaborators
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Activity
This is an activity email that gets sent out bundling up a summary of these 4 items provided the time frame matches up. If you select daily for some, weekly for others, and mute for the rest, the contents of your activity emails will be split up or not shown at all
Tasks
Any non-communication changes on the task such as a due date changed, new or additional info added to the description, new task assignments, etc
Goals
Same as tasks, just applied to the goals if you have any on your Projects
Collaborators
This relates to anyone that has been added or removed from being a collaborator on a project, nothing to do with communication.
Project Changes
Any general project changes - basically applying to anything changed in the project info modal
Recommended Settings: Managers
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Recommended Settings: CollaboratorsDepending on how hands-on/involved your clients are with your plan, you may want to send them frequent reports or mute the activity emails altogether
If you need to send regular reports to your customers:
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Global Notifications
You can set global notification settings for everyone on your account.
| Anyone who has access to view or log in to their own account can override their own settings on any project or if they are users on their own account, they will be able to override their own global notification settings. |
Navigate to Settings > Notification Defaults
This is where you can set default setting for everyone on your account. These are the notifications your managers and collaborators will receive provided they do not override their own individual settings.
There are 2 columns in this page.
The left column are the default notification settings for the Project Managers assigned to the projects. These only apply to your users for the Projects they are assigned as the manager. If they are assigned to other projects as collaborators, these settings will not apply to them there.
The right column are the default notification settings for Collaborators invited to the Projects. These apply to both licensed users and invited clients/other collaborators without a user license. Anyone who is not a Project Manager on that project.
Individual Notifications
Your Notifications
You can change/override your own notifications in 2 places - on their profile and on each individual project
Your Global Settings
Everyone that is a licensed user on the account has their own default notifications tied to their profile located in Settings > Your Profile
Scroll down to see your own notification settings for your account. If the Administrator or Billing Administrator has set any global settings, these settings will override the global settings on in this account for your user name only
Note that there are also 2 columns here - the left side are your global notifications for all projects where you are a manager, and the right side are for all projects where you are an invited collaborator
Your Settings on Individual Projects
You can set further overrides to the account global settings and your own global settings (from the section above) on each individual project
- Navigate to any project that you are invited to
- Click on your name in the collaborator panel
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scroll down to the notification area and change the settings here
If you are a licensed user with permissions, you can also change anyone's individual project settings by clicking on their name and changing them in this section
Users and Collaborators
Even if you set notifications for your users and collaborators inside projects, anyone can change/override their own settings.
As a collaborator, go to any project you are invited to and click on your name. You can scroll down in the Notification Settings and set your own settings. Be careful muting anything as that will stop all communication and you may miss the task deadlines.