Watch our brief video below on email alerts below.
You can customize the email alerts that you receive by clicking the menu next to your name and clicking alerts. Please keep in mind that the email alert will be sent to the email address that you use to log in to the software.
My Alerts and Admin Alerts
On the popup, admins will see two tabs: my alerts and admin alerts. "My alerts" will alter only your alerts, and admin will allow you to set alerts by role: global admin, manager, team member or any custom roles.
"My alerts" will supersede any admin alerts previously set. Also, admin alerts are not retroactive, so they won’t update for existing users, just newly added users moving forward.
You can toggle from role to role by clicking the dropdown menu next to the name of the role. The alert setting by role will only be applied if the user hasn’t set custom individual alerts. If the user has set custom alerts, those alerts will override alerts by role.
Activity Alerts
Activity alerts let you set email notifications when certain fields are updated based on tasks created or tasks assigned. These fields include changes to assignee, priority, description, etc. Activity alerts will send in real-time, as the action is taken, such as an assignee changing.
Assigned To
This alert will send out if the user is assigned to a task, unassigned a task, another user is assigned or another user is unassigned.
Priority
This alert will send out if the priority of the task has changed.
Description
This alert will send out if the description has been updated.
Progress
This alert will send out if the progress of the task has changed. It doesn't send out if a task has been completed because we have a task completed notification.
Due Date
This alert will send out if the due date has been updated. If several due dates are updated because the tasks are linked, the user should only get one email alert.
Task Added to a Project
This alert sends out if a task has been added to a project or if a task has been moved from one project to another.
Files
This alert sends out if a file has been added to a task. This alert won’t send out if a file has been deleted from a task.
Comments
This alert sends when a comment has been added to a task.
Start Date
This alert sends out if a start date has been updated. If several start dates are updated because the tasks are linked, the user should only get one email alert.
Task Completed
This alert sends out when a task has been completed.
Board Column
This alert sends out when a task has moved to a different board column.
There are a few alerts that will be sent out regardless of the alerts configuration. These special alerts are:
@ Mention
You will always receive an alert when you are mentioned in a comment, description or note.
Added to a Project
You will always receive an alert when you have been given access to a project.
Project, Task or File Sharing
If you share a project, task or file with another person, that person will receive an alert.
Summary Tasks
If a summary task is changed or modified, you will get a real-time activity alert for the following task actions (provided you have your specific alerts configured for these actions), on both tasks you created or were assigned to you:
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Priority
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Description
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File
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Comments
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@ Mentions
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Task completed
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Moved to a different Board column
Task Reminders
In addition to activity alerts, users can set task reminders so alerts are generated when a due date is approaching or when a task is overdue. Users can turn these on or off by clicking the checkbox. You can select the date range and frequency for the task reminders.
Date Range
Overdue tasks and tasks due in 7, 3 or 1 day(s) or less.
Frequency
Once a day until done, once a week until done and once a month till done. Daily alerts will send out at 8 a.m. in the recipient’s time zone. Weekly alerts will send out at 8 a.m. each Monday in the recipient’s time zone. Monthly alerts will send out at 8 a.m. on the first of the month in the recipient’s time zone. The time zone is based on the country selected for the account or zip code if based in the United States.
Timesheet Reminders
Timesheet reminders won't be turned on by default, so if you're using timesheets, make sure you turn them on.
You can choose to get monthly, weekly or daily reminders on the same day of the week and time. Timesheet reminder emails will be sent during the hours between 6 a.m. and 8 p.m.
