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Send Weekly Project, Resource, and Schedule Lookaheads Emails

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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.
  • Requirements:
  • 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 Project Schedule Now is clicked.

Steps

  1. Navigate to the project's Schedule tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click Email Settings.
  4. Choose from these options:
    • To send the Weekly Project Schedule:
      1. Mark the Enable Weekly checkbox to send weekly emails to specified users showing all upcoming tasks on the project schedule. 
      2. Next to Settings, set when the emails will be sent and how many weeks will show in the email.
      3. When you're done setting this information, navigate to the Permissions Table page.
      4. Select which users will receive emails by checking the box in the Weekly Project Email column. 
        Note: If a weekly project schedule email is sent via Email Settings and a user has the weekly project schedule email box checked next to their name, the user will receive an email of the schedule for the number of weeks shown in the email settings.
      5. If you would like to send a weekly project schedule immediately, follow the steps below.
        1. Navigate back to the Email Settings page.
        2. Click Send Project Schedule Now.
    • To send the Weekly Resource Schedule:
      1. Mark the checkbox next to Enable Weekly to send weekly emails to specified users showing all upcoming tasks on the project schedule. 
      2. Next to Settings, set when the emails will be sent and how many weeks will show in the email.
      3. When you're done setting this information, navigate to the Permissions Table page.
      4. Select which users will receive emails by checking the box in the Weekly Resource Email column. 
        Note: If a resource email is sent via Email Settings 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.
      5. If you would like to send a weekly resource Schedule immediately, follow the steps below.
        1. Navigate back to the Email Settings page.
        2. Click Send Resource Schedule Now.
    • To send Weekly Lookahead Email
      1. Mark the checkbox next to Enable Weekly to send weekly emails to specified users showing all upcoming tasks on the lookahead schedule. 
      2. Next to Settings, set when the emails will be sent.
      3. When you're done setting this information, navigate to the Permissions Table page.
      4. Select which users will receive emails by checking the box in the Weekly Lookahead Email column. 
        Note: If a Lookahead email is sent via Email Settings 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.
      5. If you would like to send a Lookahead Email immediately, follow the steps below.
        1. Navigate back to the Email Settings page.
        2. Click Send Schedule Lookahead Now.
  5. Click Update to save changes.