In a previous blog post article, I announced the pending arrival of the new E-Mail Alerts and Reminders feature to Project Online. In that article, I noted that this feature is already available in Project Server 2010 and 2013 on-premise, but has never been available in Project Online. Today, I am pleased to announce that this new feature has been added to all Project Online tenants.
In Project Online, an alert is an e-mail message that Project Online sends to a user immediately when an event triggers the e-mail. For example, when a project manager publishes a new enterprise project for the first time, Project Online automatically sends an alert e-mail to all project team members, notifying them of new tasks assigned to them in the newly published project. A reminder is an e-mail message sent once a day by Project Online, reminding the user about tasks or Status Reports. For example, a team member might set up a reminder e-mail subscription to be notified one day before each Status Report is due.
By default, the new E-Mail Alerts and Reminders feature is not enabled in Project Online. To enable this feature, the Project Online administrator must complete the following steps:
- Log into Project Web App with Administrator permissions.
- In the upper right corner of the PWA page, click the Settings menu button (it looks like a gear wheel) and select the PWA Settings item.
- In the Operational Policies section of the Server Settings page, click the Additional Server Settings link.
- Scroll to the bottom of the Additional Server Settings page to locate the new Notification Email Settings section shown in the following figure.
Figure 1: Notification Email Settings section
- In the Notification Email Settings section of the page, select the Turn on notifications checkbox.
- Click the Save button.
After enabling this feature, users will find two new links in the Personal Settings section of the PWA Settings page, such as shown in the following figure. These links allow users to set up their own subscriptions for notification and reminder e-mails from Project Online.
Figure 2: E-Mail links in the Personal Settings section
By default, all users will be able to see the Manage My Alerts and Reminders link. Clicking this link will cause Project Online to display the Manage My Alerts and Reminders page shown in the following figure. Notice that the options on this page will allow users to set up e-mail alerts and reminders about tasks, status reports, and Queue job failures. By default, the only options selected for each user are for alert e-mail messages about tasks, status reports, and Queue job failures. Users can select their own options individually for alerts and reminders.
Figure 3: Manage My Alerts and Reminders page
By default, all users except members of the Team Members security group will be able to see the Manage My Resources’ Alerts and Reminders link. Clicking this link will cause Project Online to display the Manage My Resources’ Alerts and Reminders page shown in the following figure. Notice that the options on this page will allow users to set up e-mail alerts and reminders about tasks, resource requests (the new Resource Engagements feature recently introduced in Project Online), and status reports. By default, the only options selected for each user are for alert e-mail messages about tasks and status reports. Users can select their own options individually for e-mail alerts for themselves, and for e-mail reminders for themselves and their resources.
Figure 4: Manage My Resources Alerts and Reminders
About Sensei Project Solutions
Sensei Project Solutions, a Finalist for the 2015 Microsoft Project and Portfolio Management (PPM) Partner of the Year, focuses on bringing Instant Productivity to your team. Our mission is to help individuals and organizations be more productive so that they can achieve their greatest potential. As a Gold certified Microsoft Partner and Registered Education Provider (R.E.P.) with the Project Management Institute (PMI®), Sensei offers a complete set of services and products for a successful Microsoft PPM deployment. Our guiding principles for Proactive PPM follow best practices and industry standards aligned with the Project Management Institute (PMI) and Gartner, enabling organizations to manage resource demand, obtain business intelligence that facilitates better decision making, increase business effectiveness by easily connecting people, and become self-sufficient with PPM processes and solutions. In short, Sensei helps organizations achieve Instant Productivity.
About Dale Howard, Director of Education, Sensei Project Solutions
Dale Howard is a seasoned training professional who is approaching 30 years of technical training experience. He has taught students how to effectively use every version of Microsoft Project beginning with version 4.0 for Windows 95, and every version of the Microsoft EPM tool beginning with Project Central in the year 2000. Dale possesses the coveted Project MVP title and is one of only 64 Project MVPs in the entire world. He is the co-author of 20 books on Microsoft Project and Project Server. Dale is known for high-energy, highly interactive style of presenting and teaching. He was voted the “Best Presenter” by conference participants at the Project Conference in 2012.