Email Notifications

From Clarizen

Clarizen sends email notifications to inform you if certain events have been triggered, such as: alerts, password change, etc. In addition, there are several types of scheduled emails that can be configured and on demand emails.

Once your email is set in the "Allow Email" field of your user profile, Clarizen sends all notifications to the defined address.

Administrators can prevent all email notifications being sent to users, by clearing the "Allow Emails" checkbox in the relevant user’s profile.

Following is a full listing of various emails and email capabilities in Clarizen:

Projects and Work Items

Progress Reports – “Time to Update Your Progress”

These mails are a notification of % completed and Actual and Remaining Efforts for:

Active Tasks – tasks which are due to be completed in the coming days.
Upcoming Tasks –tasks which will start in the coming days until the next Progress Report will go out

Who receives them? Resources assigned to tasks. If no resource has been defined, the Manager of the task will receive them by default.
When are they sent? On the days of the week defined by your organization’s Clarizen Administrator in Settings > System Settings > Task Completion Reporting Policy
What can I do with them? By default you have 3 options:

Quick Update – allows you to quickly update your progress for each task without logging into Clarizen.
My Progress is According to Plan - Update all your tasks' progress based on the expected progress listed.
Log into Clarizen

This can be set in Settings > System Settings > Task Completion Reporting Policy > Progress Reporting to None (to disable the feature), Send Reminder or Updatable report

Daily notifications summary from Clarizen

Daily notifications summary is a digest of all relevant alerts for work items the recipient is a resource or a manager on. Alerts include schedule and budget slippage, tasks not having resources assigned, scheduling conflicts and more (listed at the end of this document). These alerts are also displayed in users’ Clarizen Today panels on the right side of the Home screen.
Who receives them? If their user setting “Subscribe to Project Notifications” option is set to “Yes” these users will receive notifications:

Project Managers
Resources assigned to Tasks
Managers of Work Items (Projects, Milestones, Tasks).

When are they sent? These are sent daily. If there is no relevant content, no message is sent.

What can I do with them? This depends on the content of the message. For resources they are generally a reminder that certain tasks are overdue, so the necessary action is to complete the task. For project managers, remedial rescheduling or work re-assignment may be necessary to get projects back on track.

Project Management Alerts

Alerts of scheduling, resourcing and budgetary issues that occur during the execution of a project can be sent to the relevant users via email.

Who receives them? Project Managers, Work Item Managers and Direct Managers (i.e. functional managers)
When are they sent? A daily Clarizen system batch job processes and creates alerts.
What can I do with them? This depends on the content of the message and your role.

Additional information on Alerts can be found here

Send Update Request

Update Requests are manually triggered to individual users from Work Items or Current Project.
Who receives them? Resources assigned to Tasks
When are they sent? When manually triggered by Project Manager, Work Item’s Manager or Direct Manager
What can I do with them? Make sure your progress is updated!

User-Triggered Emails

Clarizen allows you to manually send an email from Work Items or from Current Project These emails contain the following text and include a link to the work item:

Hi All,

I wanted to inform you that the following work item in Project 'Link_to_Your_Project_Name' in Clarizen has been updated and may require your attention.

Thanks for your cooperation.

Who receives them?

Team
Managers
Resources
Reviewers
User- defined recipient(s)

When are they sent? When manually triggered by Project Manager, Work Item’s Manager or Direct Manager

What can I do with them? Log into Clarizen and see what changes have been made to the relevant work item.

Email Server – ProjectMail™

Clarizen email functionality allows you to manually initiate email-based discussions on work items (Projects, Milestones, Tasks) from within the Work Items sub-system or Current Project view. Manually triggered emails also CC Clarizen’s ProjectMail server (you will see the name “TrackIt” with email address emailserver@clarizenmail.com in the CC field).
Who receives them?

Team
Managers
Resources
Reviewers
User- defined recipient(s)

When are they sent? When manually triggered by Project Manager, Work Item’s Manager or Direct Manager

What can I do with them? These emails contain an embedded token so that recipients can Reply-All to the message and the entire thread of mails will be captured and attached to the relevant work item. The email thread will also be displayed in the Collaboration View.

Share Gantt, Roadmap by Email

You can share a high level overview of your projects with users or even individuals with no Clarizen login credentials as a link via email.
Who receives them? The recipients are defined manually by the user who shares the Roadmap or Gantt.
When are they sent? They are user-triggered.
What can I do with them? They are viewable only. Click on the embedded link to see the roadmap in a browser.

Collaboration View

Emails which are manually sent from the Work Items subsystem or Current Project to users can be viewed as part of the project’s hierarchy in the Collaboration View Screen.

Email Users

Email users perform all their activities with Clarizen via email. They can report progress and receive email notifications. They have no web access to Clarizen they can subscribe to their Clarizen tasks as an ical Calendar and report their progress on tasks appearing in their calendar via a special web form. More information on Clarizen License types can be found here

Time Tracking Timesheet Reminders

Who receives them? Resources assigned to Work Items that are Timesheet Reportable.
When are they sent? On the days defined in Settings > System Settings > Time Tracking
What can I do with them? Click the link in the email message to enter time for the relevant work.

Time Tracking Timesheet Approval Notifications

Who receives them?

The Project Manager of the Task/Milestone's Parent Project
Super Users
Direct Managers can also receive and approve timesheets if enabled via System Settings

When are they sent? When a user submits a timesheet for your Approval.
What can I do with them? The mail will contain the message: There are Timesheets awaiting your approval. Click on the link to see the relevant timesheets and approve them.

Issues

You can manually trigger emails to the Submitter, Evaluator, Assignee, Resolver, Verifier or whole Team.

Users can subscribe to all Issue types or by category of Issues, Risks, Bugs and Requests and. Subscribing to Issues means that you receive emails when Issues are created or change state (such as resolved, rejected, closed) with details of the change.

Expenses Expense Sheet Approval Notifications

Who receives them? If Approvals of expense sheets have been enabled in the System Settings Manager these notifications will be received by Managers (Direct, or Project).
When are they sent? When a user submits an expense sheet for Approval.
What can I do with them? Approve them or contact the user who has submitted them to request additional information.

System Event Notifications

The following system events trigger emails to be sent:

Account Registration - Upon creation of a new account, the account administrator receives a welcome email, with the username and password they entered in the registration form
Creation of a new user - When a new user is invited into an account:
1. the user receives a welcome email with the username and password that are supplied to him by the system
2. the account administrator receives an email notification that a new user was added to the account
Invite a friend - When a user invites a friend to explore Clarizen, the friend receives a welcome email pointing him to Clarizen's website
Forgot your password - upon activation of the "Forgot Password" command, Clarizen will send you a "Forgot Password" email with a link to create a new password in the system
Forgot your username - Upon activation of the "Forgot Username" command, Clarizen will send you an email with your username(s)
Username Change - when your username is altered in the system, either by you or by the system administrator, you will receive an email with the new username