WorkflowMax uses notifications as a way of informing selected people when certain job-related events occur. When one of these events occurs, staff assigned to the jobA job is the overall project that you or your organisation works on for a client., team members or client contacts can be notified by email, on-screen alerts or RSS feeds.
WorkflowMax will not notify you of an action that you yourself have initiated.
When are notifications processed?
Action-related notifications (including job state changes and actual time meets/approaches/exceeds estimated time) are processed immediately, so the notification is delivered within a few minutes, subject to factors such as system load and internet traffic.
Date-related notifications (including lead activity due, milestone due, job or job task due) are processed overnight so that the notification is delivered in time for the due date.
There are a number of standard or default notification rules that are triggered by events such as:
- Assigned to job – you (or one of the other notification contacts) will be notified when assigned to a job
- New job cost/document/note – a new cost, document or note has been added to a job that you are assigned to
- New job task – a new task has been added to a job that you are assigned to
- Milestone completion – a milestone has been reached on a job that you are assigned to
- Task completion – a task has been completed on a job that you are assigned to.
You can create additional or custom notification rules if you wish to extend the scope of the default notifications. Here are some examples.
|Notification Type||For example, you might set a notification to trigger...|
|Adhoc Time exceeds permitted time||when the amount of time added to an ad hoc job exceeds a set number of hours. This feature is available only with Workflowmax Premium.|
|Job – estimated vs actual time||when actual time reaches 80% of estimated time. You (or other notification contacts assigned to the job) will then be notified when 8 hours (out of an estimated 10 hours in total) have been worked on the job.|
|Job state change||whenever the job state changes, or perhaps when it changes to a specific job state, such as Completed.|
|Job task – estimated vs actual time||as for Job – estimated vs actual time, above, but for individual tasks.|
|Job/task due date||seven days before the job/task due date so that you can check that work is nearly completed.|
|Milestones||five days before the milestone is due, so that you are aware of milestones that are due this week.|
|New Adhoc Time||when a new ad hoc job is created. This feature is available only with Workflowmax Premium.|
|New job||when a new any job is started, or perhaps when a job is started for a specific client.|