Send Weekly Project, Resource, and Schedule Lookaheads Emails
Objective
To send schedule emails to your project stakeholders.
Things to Consider
- Required User Permissions:
- 'Admin' permissions on the project's Schedule tool.
Note: To view or edit information on the Permissions Table page for the Schedule tool, 'Admin' permission to the project's Directory tool is also required.
- 'Admin' permissions on the project's Schedule tool.
- Requirements:
- To send a weekly email, Schedule notification settings must be enabled the project's Directory tool, see Configure Schedule Notification Emails.
- Additional Information:
- Emails will NOT be sent automatically if there are no to-do items or tasks for the given time period or if tasks are 100% complete. However, emails will still be sent if Send Now is clicked.
Steps
- Navigate to the project's Schedule tool.
- Click the Configure Settings
icon.
- Click Email Distribution.
- Choose from these options:
- To send the Weekly Project Schedule:
- Click the toggle
to the ON position to send weekly emails to specified users showing all upcoming tasks on the project schedule.
- Set when the emails will be sent, and how many weeks will show in the email.
- When you're done setting this information, navigate to the User Permissions page.
- Select which users will receive emails under the Email Permissions column.
Note: If a weekly project schedule email is sent via Email Distribution and a user has the weekly project schedule email enabled, the user will receive an email of the schedule for the number of weeks shown in the email settings. - Click Save.
- If you would like to send a weekly project schedule immediately, follow the steps below.
- Navigate back to the Email Distribution page.
- Click Send Now.
- Click the toggle
- To send the Weekly Resource Schedule:
- Click the toggle
to the ON position to send weekly emails to specified users showing all upcoming tasks on the project schedule.
- Set when the emails will be sent, and how many weeks will show in the email.
- When you're done setting this information, navigate to the User Permissions page.
- Select which users will receive emails under the Email Permissions column.
Note: If a resource email is sent via Email Distribution and a users resource is assigned to a schedule activity that is in that timeframe, the Resource email will be sent to that individual user. - Click Save.
- If you would like to send a weekly resource Schedule immediately, follow the steps below.
- Navigate back to the Email Distribution page.
- Click Send Now.
- Click the toggle
- To send Weekly Lookahead Email
- Click the toggle
to the ON position to send weekly emails to specified users showing all upcoming tasks on the lookahead schedule.
- Set when the emails will be sent.
- When you're done setting this information, navigate to the Email Distribution column.
- Select which users will receive emails under the Email Permissions column.
Note: If a Lookahead email is sent via Email Distribution and a user's resource, company or the individual is assigned to a Lookahead schedule activity in the most recent Lookahead, the Lookahead email will be sent to that individual user. - Click Save.
- If you would like to send a Lookahead Email immediately, follow the steps below.
- Navigate back to the Email Distribution page.
- Click Send Now.
- Click the toggle
- To send the Weekly Project Schedule: