Workflow Notifications for Workspace Applications

Project managers and other users with project-level administrative permissions can define workflow rules for Tasks, Documents, Issues and dynamic applications in a workspace. Workflow rules specify when notifications are sent to specific team members based on certain events.

Notifications can be sent to team members based on project role, or to all team members. In some cases the creator of an item can be notified if the item is edited.

Workflow rules for individual documents, issues and tasks can be updated by team members using the Actions tab of item details popup window, by clicking Set Automatic Notifications.

TO SET UP WORKFLOW FOR A workspace:

1. Navigate to the workspace for which you want to set up a workflow.
2. Click the Gear Menu and Manage Applications.
   The Manage Applications page opens.

3. Click Workflow Notifications on the Manage Applications toolbar.
   The Workflow Notifications window opens.
4. To create workflow rules for the Tasks application, click Expand in the Tasks row.
   You can create rules for:

• Dependent (successor) tasks
  You can send workflow notifications to assignees on successor tasks by setting workflow rules on a predecessor task. If the successor task is in a different workspace from the predecessor, the recipient must be a member of both workspaces. You can set notifications to trigger when Any Predecessor, Any Cross-Project Predecessor or Any Same-Project Predecessor task has been:
• Edited
• Marked as Complete
• Overdue
• Updated
  
  

• New tasks
  Send notifications when a task is created.
  
  
• Existing tasks
  Send notifications when a task is:
• Completed
• Deleted
• Edited
• Overdue
• Updated
  
  
• Reminders
  Send notifications for aTask Due Date orTask Start Date. Options include:
• On the date
• 1 day before the date
• 2 days before the date
• 3 days before the date
• 4 days before the date
• 1 week before the date
• 2 weeks before the date
  

5. To create workflow rules for the Documents application, click Expand in the Documents row.
   You can create rules for:

• New documents
  Send notifications when a document is created.
• Existing documents
  Send notifications when a document is:
• Deleted
• Edited
  
  
• Version changes
  Send notifications when a document version changes.
  
  

6. To create workflow rules for the Issues application, click Expand in the Issues row.
   You can create rules for:
7. New issues
   Send notifications when an issue is created.
8. Existing issues
   Send notifications when an issue is:
9. Completed
10. Deleted
11. Edited
12. Overdue
13. Updated
    
    
14. Reminders
    Send notifications for an Issue Due Date. Options include:
15. On the date
16. 1 day before the date
17. 2 days before the date
18. 3 days beforethe date
19. 4 days before the date
20. 1 week before the date
21. 2 weeks before the date

7. If you have dynamic applications, you can create similar workflow rules for each application.
   
   Important: Dynamic applications can generate large numbers of email notifications due to the nature of the Item List. In the Item List you can bulk copy and paste items, and bulk edit items. If you configure notifications for these actions, users may receive many email messages. In this case, users should configure notification settings for digest notifications. For more information on configuring notification settings, see Configuring Notification Settings.
8. Click Save to save the workflow rules.

Note: Options available in the Workflow Notifications window are dependent on which applications are included in the current project. For example, if a project does not include the Issues application, workflow notifications cannot be set up for that application.

Related Topics:

• Configuring Cross-Reference Fields—About the Manage Applications screen.
• Managing Project Applications—About the Manage Applications screen.

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