Notifications
FlexiProject informs about events in two ways: in-app notifications (the bell icon) and e-mail messages. Every user gets in-app notifications. Each user decides in their profile which e-mail messages arrive (the Email notifications tab).
A notification concerns other people’s actions: users are not notified of a change they made themselves. E-mail messages go only to users who have already signed in to the organization.
In-app notification panel
The bell icon in the top right corner, next to the help button, opens the Notifications panel. The number of unread notifications appears on the icon and, once the panel is open, on the inactive tabs. The panel shows notifications from the last 30 days, newest first: New ones first, then Previous. Clicking a notification opens the element it concerns; when you have no permission to it, the warning You do not have the necessary permissions to view this item appears.
Three tabs group the notifications:
- My — those concerning the user: assignment to a task, milestone, risk, product, strategy goal or metric and removal from a task, milestone, goal or metric; assignment as project manager; a scoring assessment required; approval required and approval completed; a project added to a review; predecessors completed; a report, portfolio or program shared or access withdrawn; information about a new application version.
- Mentions — mentions of the user in comments on tasks, milestones, budget, risks, reviews, strategy goals and metrics, and in the project chat.
- Watched — changes in watched tasks.
The three-dot menu in the panel header contains the commands Mark all as read and Clear notifications (removes all notifications from the list).
Email notifications
E-mail messages inform about changes even when the user is not signed in. Each user chooses which messages to get (see E-mail notification settings). The messages fall into two kinds: a daily summary of tasks (start, end, overdue) and messages sent right after an event.
Only users who have already signed in get e-mail messages. A new user starts receiving them after the first sign-in or after the first action that concerns them, for example being assigned to a task or mentioned in a comment.
E-mail notification settings
- Open the avatar menu and choose User profile.
- Go to the Email notifications tab. You see a list of notifications with a name and description, and a switch next to each.
- Switch the chosen notifications on or off. The change is saved immediately.
For Task start and Upcoming deadlines, the list next to the switch sets when the reminder arrives: On starting date (On due date) or 1 day beforehand to 5 days beforehand.
The list contains: My tasks, Task start, Upcoming deadlines, Overdue tasks, Assigned to element, Mentions in comments, Completion of predecessors, Watching tasks, Sharing a report, Awaiting approval, Approval finished, Introduction to the system and FlexiProject updates. New project review and Scoring Update are visible when the organization has the Reviews or Scoring module enabled.
You can unsubscribe from any message with the link in its body; the question Confirm unsubscribe then appears with the Unsubscribe button.
Changes to my tasks
The My tasks notification tells a task owner about changes made by another person. A user who changes a task themselves gets no notification of their own action — the in-app notification and the e-mail message arrive only when someone else made the change. This way task owners quickly see modifications made by the team without receiving needless messages.
Task start
The message reminds about tasks whose start date falls in the coming days. The user sets how far ahead (from the start day up to 5 days beforehand) the reminder arrives. The message gathers tasks the user owns, including operational tasks (see My tasks), and leaves out done tasks and milestones. It arrives once a day, in one message together with the other daily reminders — and only when there is something to remind about.
Upcoming deadlines
The message reminds about tasks, milestones and products whose due date is approaching and which are not done yet. The user sets how far ahead (from the due date up to 5 days beforehand) the reminder arrives. It covers items the user owns, including operational tasks. It arrives in the same daily message as the start and overdue reminders.
Overdue tasks
The message lists tasks and milestones whose due date has already passed and that are not done; it concerns items the user owns, including operational tasks. It arrives daily in the summary message together with the start and end reminders. With nothing overdue, no message is sent.
Assigned to element
A user gets an in-app notification and an e-mail message right away when another person assigns them as the owner of a task, milestone, risk or product. In the app there is also a notification about assignment to a strategy goal or metric and about removal from a task, milestone, goal or metric.
Scoring update
Users assigned as scoring assessors get a notification about a required assessment. It arrives right away when an assessment needs updating and points to the project to assess. The setting is visible when the Scoring module is enabled in the organization.
Awaiting approval
People assigned in a stage of an approval path (in the Decision or Opinion role) get a notification about the required approval or opinion. It arrives right after the stage starts, in the app too: Your approval is required (see Approvals).
Approval finished
The person who submitted an element for approval gets a notification about the result. It arrives right after the process ends and in the app reads The approval process has been completed; the e-mail message gives the result (see Approvals).
New project review
The managers of a project get a notification that the project was assigned to a review, right after it is added. In the app it reads Your project has been added to the review (see Reviews). The setting is visible when the Reviews module is enabled in the organization.
Mentions in comments
A person mentioned in a comment with @First Last gets a notification right away — in the app on the Mentions tab and by e-mail. It applies to comments on tasks, budget, risks, reviews, strategy goals and metrics, and the project chat (see Mentioning users in comments).
Watching tasks
A user gets a notification right away when a watched task or milestone changes — in the app on the Watched tab and, with the Watching tasks setting on, by e-mail.
Completion of predecessors
Owners of tasks and milestones that depend on other elements get a notification right after all predecessors are marked as done. In the app it reads, for example, All predecessors have been completed. You may proceed with the task.
Sharing a report, portfolio or program
A user gets an in-app notification when someone shares a report, project portfolio or program with them or withdraws their access. The Sharing a report setting controls the e-mail message about a shared report (see Sharing a report), and the Assigned to element setting controls the message about a shared portfolio.
Introduction to the system and updates
Introduction to the system switches on a series of messages with instructions and tips for new users. FlexiProject updates switches on information about new application features — an e-mail message and an in-app notification. Both items can be switched off.
