Notification settings for administrator #
In the menu Administration / Settings / tab: Notifications, there are two sets of notifications available. They are being divided into:
- Your tasks: these notifications are applicable for the user the task has been assigned to; this is the person who needs to complete the task
- Tasks you own: these are notifications being sent to the owner of the task. Task owner is the user who created the task. Administrators within ISOPlanner can change this information as well, it is visible in each task, in the top left corner.
In this section, administrators can manage notifications for all users meaning they can overwrite their own personal settings. If there is a checkmark next to the option, it means that all users have this notification turned on. If you see a little dark square and after the option the numbers in brackets, it means that certain number of users has set this functionality off. As the administrator, if you click on the square before the option, you can set the option on or off for all users at once.
There are a couple of rules and exceptions for notifications being sent:
- Tasks must be assigned to a user.
- Tasks must not have the statis completed or rejected.
- When you create a task and assign it to yourself, the Task assigned notification is not send.
- To prevent sending too many email notifications, messages can be send for a single or multiple tasks. When the notifications are gathered (per type of activity once a day) and there are more than one, only 1 e-mail message is send with the number of created activities. (As can be seen in the screenshot in the “E-mail notification in Outlook” section below.)
- Task over deadline and Task can be started notifications are send only once.
Each of the notifications means there is one email being sent out for each status:
- “a task has been assigned to you” means someone has created a task and assigned it to you (this notification is being sent at the moment task is created, regardless of the start date and deadline of the task) this is also being sent in case an existing task has been re-assigned to another user
- “a task is over deadline” means a task has reached the end date or deadline and has not yet been completed. this notification is being sent to both task owner and asignee
- “a task can be started” means the task has reached the start date and should be completed as soon as possible
- “a task has been completed” means an email notification is being sent to the owner of the task (when the task is completed by the assignee)
Personal notification settings #
As mentioned previously, each user (including the standard users) can set their own preferences for the notifications. By clicking on the gear-wheel in the top right corner, (personal) settings window opens and amonth others the settings for notifications are available. Clicking on the “change settings” menu, overview of notifications is available with option to turn those on or off for themselves.
E-mail notifications in Outlook #
To prevent spam/phishing, it is good to know that all emails are send from [email protected]. An email notification should look like the following in Outlook. If you have multiple organizational units, there will also be an indication within the e-mail in which organizational unit this e-mail is in and within the e-mail you will find a link which will open the task in question or a list of task if there are multiple task in question
Overview #
ISOPlanner will create activities about tasks. All activities are shown on the dashboard in the widget Action required. Each user can decide whether to receive these activities as notifications by e-mail also.
