Selecting Email Subscription Options

The Email Subscription tab lets each user control the number, type, and frequency of Unifier-related email notifications received. Users can subscribe to email notifications or opt out of them for specific events.

Send notifications in single daily digest: Select this option to receive email notifications in one consolidated email each day instead of receiving individual notification emails for each event. Clear this option to receive email notifications individually for each event.

Note:

The maximum number of messages in a single daily digest depends on the length of the messages. The system will send up to the latest 100 messages in the digest. Older messages are removed and are not included in the digest.

Before You Select Email Subscription Options

Permission

To receive an email notification for a module or event, you must have View permission for that module or event. This permission is set in Admin mode.

Note:

If you do not have View permission, your email notifications settings do not override the permissions that your Company Administrator set. You receive email notifications only for modules 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 generate the event email. These permissions are set by the Company Administrator and from within the Document Manager. In addition, the folder owner can choose not to generate email notifications for specific events.

External Email Accounts

If you are using an email address from a generic email account such as Yahoo or Gmail, your spam filter might filter out these notifications. See your email provider for information about allowing these notifications to reach your inbox.

Subscribe To or Opt Out of Email Notifications

To subscribe to or opt out of email notifications:

In the upper-right corner of your window, select your username to open the contextual menu.
From the contextual menu, select Preferences, and then select the Email Subscription tab.
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 for that module or event. For more information, see the following tables.
To opt out of email notifications for specific events, clear the checkbox for the notification.
To receive email notifications in one email summary each day, select the Send notification in single daily digest checkbox.
The summary email is sent if one or more events trigger an email notification.
When you finish, select OK.
Note:
- For permission-based emails, the system usually sends the email notification the first time permission is granted, not when permissions are modified, unless otherwise noted.
- Document Manager email notifications are sent only if users have at least View permission on the affected item and the item owner enables email notification.

Modules and Event Options

This section describes the events that are available within each module.

Workflow Business Processes

These events pertain to workflow BPs. To receive notifications, you must have at least View permission for the BP. The following table describes the available events.

For	When
Personal tasks	You are on the assignee list when a BP is sent. This becomes a task for you.
Decline tasks	An assignee that you added to a BP that you sent declines a task.
Overdue personal tasks	An assigned task is past its due date. Note: The system only sends this notice once. You do not receive regular reminders for overdue tasks.
Messages	Someone copies you on a BP.
Record Workflow Complete	The workflow for the BP record is complete and the end step has been reached. This applies to any Workflow BP in which the user is selected as part of the Notify users on workflow completion setup under the Setting tab of BP Setup.
Record Modification	A workflow step occurs that requires action if your administrator has enabled workflow actions for the workflow step. Actions appear as hyperlinks in the email.

Non-Workflow Business Processes

These events pertain to non-workflow BPs. To receive email notifications, you must have at least View permission for the BP. The following table describes the available events.

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

Portfolio Manager

For	When
Scenario Shared or Approved	When users define the list of users or groups in the Portfolio Manager configuration, the system sends notifications to that list after the scenario sheet is approved or shared. If users define the list of users or groups in the Portfolio Manager configuration but do not select the option in user preferences, the system does not send any notifications. This option is not selected by default. The option also appears in the User Preference Template on the Preferences tab. When you perform the Update Users action, the system pushes the value to user preferences. The subject of the email notification that users receive indicates whether a Project Portfolio scenario sheet is approved or approved and shared. Note: Only active users receive notifications.

For

When

Scenario Shared or Approved

When users define the list of users or groups in the Portfolio Manager configuration, the system sends notifications to that list after the scenario sheet is approved or shared.

If users define the list of users or groups in the Portfolio Manager configuration but do not select the option in user preferences, the system does not send any notifications.

This option is not selected by default.

The option also appears in the User Preference Template on the Preferences tab. When you perform the Update Users action, the system pushes the value to user preferences.

The subject of the email notification that users receive indicates whether a Project Portfolio scenario sheet is approved or approved and shared.

Note:

Only active users receive notifications.

Document Manager - Project/Shell and Document Manager - Company

Note:

With this module, modifying multiple documents or folders, or folders with many subfolders, can generate many email notifications. To reduce the number of notifications, select the digest notification option which sends one email, or limit the events for which you receive notifications.

Users with View permission, as set in the Document Manager, for the applicable document, folder, or shortcut target receive notifications 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 to another location.
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.
Project Mailbox	Users who have access to the Project Mailbox for a project or shell receive an email notification whenever new mail is received in that mailbox, regardless of whether the project or shell is active or inactive.

User Defined Reports (UDRs)

For UDRs, users receive email notifications under following conditions:

For	When
New report granted	The user is granted at least Run permission to a UDR by another user.
Results from scheduled reports	When a scheduled report has been generated and the results are available. The user must have Run permission for the report.

Custom Reports

For Custom Reports, users receive email notifications under following conditions:

For	When
Results from scheduled reports	If you select a user or a member of a selected group for a specific report, the system sends an email with the report attached each time the report is generated.

Alerts

For alerts, users receive email notifications under following conditions:

For	When
Each alert	The system sends a notification when an alert is generated.

Gates

For gates, users receive email notifications under following conditions:

For	When
Change Phase Notification	The system sends a notification when a phase changes.
Auto-email PDF Gates run	The system sends a PDF copy of an automated gates run.

Project/Shell

For projects/shells, users receive email notifications under following conditions:

For	When
Successful Creation	The Program Manager, Project Manager, or Project Administrator receives a notification when a project/shell is created successfully. This notification applies when the project/shell is created manually, through Web Services, using a CSV file, or through auto-creation.

E-Signatures

For e-signatures, users receive email notifications under following conditions:

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

When you select Send notifications in single daily digest and notifications relating to the E-Signature Requests exist, the single digest email to the recipient contains the E-Signature message along with the other messages in the email. The header section, which contains hyperlinks to each message in the digest, includes a hyperlink to the E-Signature message with the text: [Document Name] is sent to you for review and sign.

Note:

YYou cannot send the document as an attachment in the email notification.

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