Selecting Email Subscription Options

Email Subscription

The email subscription option enables each user to control the number, type, and frequency of Unifier-related email notifications received. Users can subscribe to, or opt-out of, receiving email notifications for events within Unifier.

Send notifications in single daily digest

Select this option if you want to receive your email notifications in a consolidated email, once a day (single daily digest), instead of receiving the notification emails individually and per event. Deselect this option to receive email notifications individually and per event.

Note: The maximum number of messages in a single daily digest depends on the length of the messages. Unifier will send up to the latest 100 messages in single daily digest. The older messages will be removed and will not be included in the digest.

Before you begin selecting email subscription options

Permission

To receive an email notification for a module and/or event, you must have view permission for that module and/or event. This view permission is set in Administration mode.

Note: If you do not have view permission, your email notifications settings do not override the original permissions (set by your Company Administrator), and you only get email notifications for modules and/or events that you have permission to view.

Document Manager notifications

In addition to module-level view permission, you must also have at least view permission on the specific documents or folders that would generate the event email. These permissions are set by Company Administrator and from within the Document Manager. In addition, the owner of the folder has the option of not generating email notifications for specific events.

External email accounts

If you are using an email address from a generic email account such as Yahoo, Hotmail, and so forth, your spam filter may filter out these notifications. Refer to your email provider regarding how to allow these notifications to reach your inbox.

To receive email notification for a module or event

Go to the More tab in the Preferences window.
Select your choices from the scrolling window. See the following table for details.

To opt-out of receiving email notifications for a module or event, simply deselect the items from the scrolling window.

To subscribe to or opt-out of email notifications

Go to the Email Subscription tab in the Preferences window.
From Email Subscription field, select the modules and events for which you want to receive email notifications. If you do not select a module or event, you do not receive email notifications related to the unselected module or event. The following table for details.
The events apply to the following modules:
- Workflow business processes
- Non-workflow business processes
- Document Manager - Project/Shell
- Portfolio Manager
- Document Manager - Company
- Mailbox
- User Defined Reports
- Alerts
- Gates
- Project/Shell
- E-Signatures
To opt out of receiving email notifications regarding specific Unifier events, deselect the checkbox for the notification.
To receive Unifier email notifications in one email summery per day, click the Send notification in single daily digest checkbox. The summary email will be sent if one or more events trigger an email notification.
When finished, click Apply and OK.
Notes:
- For permission-based emails, email notification is usually sent the first time permission has been granted and not when permissions are modified, unless otherwise noted.
- Document Manager email notifications are only sent if users have at least view permission on the affected item, and if the item owner enables email notification.

Modules and Events Options

This section describes the events within each module.

Workflow Business Processes

These events pertain to business processes. To receive notification, you must have at least view permission for the business process (BP). You can opt to receive email notification. See the following table for details.

For	When
Personal tasks	You are part of the assignees list when a BP is sent (this becomes a task for you).
Decline tasks	A task is declined by one or more of the assignees that you have added to a BP that you sent.
Overdue personal tasks	An assigned task is past the due date.
Messages	Someone cc's you on a BP.
Record Workflow Complete	The record Workflow is complete and the Workflow end step has been reached; this is applicable on any Workflow BP where user is selected as part of the "Notify users on workflow completion" setup under the BP Setup > Setting tab.
Record Modification	A certain step occurs in a workflow (if your Administrator has enabled workflow actions for the workflow step) that needs action. Actions are shown as hyperlinks in the email.

Non-Workflow Business Processes

These events pertain to non-workflow business processes. To receive notification, you must have at least view permission for the business process (BP). You can opt to receive email notification. See the following table for details.

For	When
Record Creation	A new record is created.
Record Modification	A record or line item is modified, a line item is added or deleted, comments or attachments are added, attachments are removed.

Portfolio Manager

For	When
Scenario Shared or Approved	When the user has defined the list of users, or groups, in the Portfolio Manager configuration, then when the scenario sheet is approved or shared, the respective list of users, or groups, will receive the notification. If the list of users, or groups, is defined in the Portfolio Manager configuration, but the option in user preferences is not selected, then the user will not receive any notification. This option is not selected by default. The option will also be seen in the "User Preference Template," in the Preferences tab. When the "update users" action is performed, the value is pushed to the user preferences. The subject of email notification that is received by user states if a Project Portfolio scenario sheet is approved, or approved and shared. Note : Only an active user receives the notifications.

For

When

Scenario Shared or Approved

When the user has defined the list of users, or groups, in the Portfolio Manager configuration, then when the scenario sheet is approved or shared, the respective list of users, or groups, will receive the notification.

If the list of users, or groups, is defined in the Portfolio Manager configuration, but the option in user preferences is not selected, then the user will not receive any notification.

This option is not selected by default.

The option will also be seen in the "User Preference Template," in the Preferences tab. When the "update users" action is performed, the value is pushed to the user preferences.

The subject of email notification that is received by user states if a Project Portfolio scenario sheet is approved, or approved and shared.

Note : Only an active user receives the notifications.

Document Manager - Project/Shell and Document Manager - Company

Note: With this module in particular, a user modifying multiple documents or folders, or folders with many subfolders, can potentially trigger a large amount of email. You can prevent receiving too many notifications by choosing the digest notification (one email) option, or limit the events for which you want to receive notification.

Users with view permission (set in the Document Manager) on the applicable document, folder, or shortcut target receive notification when the following occurs:

For	When
Document upload	A new document is uploaded into the folder.
Transfer ownership	File or folder ownership is transferred. The new owner is notified.
Move	A document, folder, or shortcut is moved from one location or folder to another.
Delete	A document, folder, or shortcut is deleted.
Document revise	A document is revised.
Folder rename	A folder is renamed.

Mailbox

For	When
Personal Mail	Users receive an email notification when new mail is received.

User Defined Reports (UDRs)

For UDRs, the users receive email notification under following conditions:

For	When
New report granted	The user is granted at least run permission to a user-defined report by another user.
Results from scheduled reports	When a scheduled report has been generated and the results are available; requires run permission be granted for the report.

Alerts

For alert, the users receive email notification under following conditions:

For	When
Each alert	Users can receive notification when an alert is generated.

Gates

For	When
Change Phase Notification	User receives notification when a phase is changed.
Auto-email PDF Gates run	User receives a PDF copy of an automated gates run.

Project/Shell

For	When
Successful Creation	The Program Manager, Project Manager, or Project Administrator receives notification of the successful creation of a Project/Shell. This notification occurs if the Project/Shell is created manually, through Web Services, using a CSV file, or through auto-creation.

E-Signatures

For	When
E-Signature Requests	An internal signee receives email notification for the E-Signature request created in the E-Signatures functional node. When you select the E-signature Requests option in the User Preferences, then Unifier sends an email to the user when an E-Signature request is created for that user in the E-Signatures functional node at company, project, or shell.

When you select Send notifications in single daily digest, and there are notifications relating to the E-Signature Requests, then the single digest email to the recipient will contain the E-Signature message along with other messages in the email. The header section (where hyperlinks to each message within the digest are mentioned) contains the hyperlink to the E-Signature message with the text: <Document Name> is sent to you for review and sign.

Note: You do not have the option to send the document as an attachment in the email notification.

You can send the documents in the Document Manager, and the documents attached to a business process record for review and signature to one or more Unifier and non-Unifier users.

Last Published Wednesday, December 20, 2023