You can define and view the recipients of the message.
Recipients
There are the recipient types:
: Any regular, named user. When you add a user to the Recipients list, you are specifically linking that user's name to the alert. This means that regardless of what triggered the alert, or the user's role, a message will be sent to that user.
: Any named user defined as contact in the Users list. When you add a contact to the Recipients list, you are specifically linking that contact's name to the alert. This means that regardless of what triggered the alert a message will be sent to that contact.
: Any regular user group. The actual recipients of the alert will be the members of the group at the time the event is triggered (not the time the alert is defined).
: Roles are a mechanism to determine the email's recipients dependant on the item or portfolio for which the event is triggered. The actual recipients will be the users who are defined as the role at the time the alert is triggered.
There are two kinds of roles:
- Category-based roles: Categories where the Value Type is set to User. The recipient of the alert is the user who is selected as the value of the category for the item.
For example, assume there is a Sales Representative category and John Smith is selected as the value for this category for a certain item and Michele Jones is the value for another item. Selecting the Sales Representative role will send the email to either John or Michele, depending on the item for which the event is triggered.
- Predefined roles: The following are predefined roles:
Role Name | Description |
|---|---|
Owner | Deliverable Modified alert, the user defined as owner of the deliverable for which the event is triggered. Action Item Modified alert, the user defined as Owner of the action item for which the event is triggered. Category Value/Indicator Condition Met alert, the user defined as Owner of the category. |
Approver | Deliverable Modified alert, the user defined as Approver of the deliverable for which the event is triggered. Action Item Modified alert, the user defined as Approver of the action item for which the event is triggered. |
Sender | The user defined as the owner of the alert. |
Item Contacts | This system role is a list of users and contacts defined in the Contacts tab of the workbook for the item. |
Manager | The manager of the item or portfolio for which the event is triggered. |
Note: Two of the alerts, Category Value Condition Met and Category Indicator Condition Met, can be triggered for changes in Sub-items. If the outcome of either of these alerts is Send message and one of the Recipients is defined as Item Contacts role, then the Contacts of the Item or Portfolio in which the triggering Sub-item resides will receive the alert message.