Projects automations

Projects runs one scheduled job and sends three e-mail templates to the customer of a task or a project, only when a stage is set to send them. Timesheets runs nothing on its own. Stages are set up as Organize tasks on the board explains.

The job is active once the app is installed, and off on a test copy of the database. An administrator stops or starts it in the scheduled actions of the technical menu (Developer mode and the technical menus).

Scheduled job

Project Stage: Send rating

• When: once a day.
• What it does: finds the task stages whose Send a customer rating request is ticked with on a periodic basis and whose next date has come. For each, it sends the rating request to the customer of each task of the projects using that stage, with the rating template of the task's current stage, then sets the next date by the stage's Rating Frequency. A task without a customer is skipped.
• How to stop it: untick the rating request on the stage, or choose when reaching this stage; or stop the job. On the demo stages no rating request is ticked, so the job sends nothing.

When a task reaches a stage

Project: Request Acknowledgment

• When: a task enters a stage whose Email Template is this template. In the demo, the stage New of the demo projects carries it.
• What it does: e-mails the task's customer that the request was received and is being reviewed, and keeps the message in the task's chatter.
• How to stop it: clear Email Template on the stage, with Edit on its column.

Project: Task Rating Request

• When: a task enters a stage whose Send a customer rating request is ticked with when reaching this stage, and whose rating template is this one; or the daily job above.
• What it does: e-mails the customer of the task, or of its project, a satisfaction survey. Their answer becomes a rating of the task, listed in Customer ratings; with Automatic Kanban Status on the stage, a good rating sets the task to Approved and a neutral or bad one to Changes Requested.
• How to stop it: untick the rating request on the stage.

When a project reaches a stage

Project: Project Completed

• When: with Project Stages on, a project enters a project stage whose e-mail template is this one; in the demo, the stage Done.
• What it does: e-mails the project's customer that the project is complete.
• How to stop it: clear the template on the project stage, in Configuration, Project Stages.

Other messages

Assignment notice

• When: someone is added to the Assignees of a task, by anyone but themselves.
• What it does: tells them "You have been assigned to" the task, in the app or by e-mail as their preferences say, and makes them follow the task.
• How to stop it: it cannot be switched off; each user chooses how notifications reach them (Set your preferences).

Open Tasks in the digest

The periodic digest e-mail gains an Open Tasks figure, the open tasks outside folded stages. Turn it off in the digest's form.

WhatsApp messages about tasks and projects come from the WhatsApp bridge, with their own switches: WhatsApp in projects.