Send Assignment Alerts in Resource Planning

Assignments allow you to manage your resources by assigning them to projects.

You can send assignment alerts to notify the assignees and share key information about their assignment such as when they have a new assignment or when there are updates to dates, times, projects or locations.

• Required User Permissions

• Assignment alerts can be sent to individuals or multiple assignees.

• Messages are limited to 1,200 characters, not including dynamic tokens.

• If custom assignment alerts are enabled for projects, they are sent instead of the default assignment alert.

• Only default assignment alerts can request a response.

  • Depending on their settings, people can respond to alerts by SMS or email.

• Assignment alerts are not automatically sent when bulk editing or bulk deleting resource assignments.

• From the Assignments List, you can send alerts for individual assignments, or multiple assignments.

• From the Assignments Boards or Assignments Gantt, you can send assignment alerts for all assignments for project on a certain date, or within a certain date range.

You can send resource assignment alerts from the following places in Resource Planning:

• Send alerts to all assignees for a project for a certain date or within a date range:

  • Assignment Boards

  • Assignments Gantt (Beta)

  • Assignments Gantt

• Send alerts to individual or multiple assignees.

  • Assignments List

1. Navigate to the Company level Resource Planning tool.

2. Click Assignments and select Boards.

3. Click the horizontal ellipsis for the project and click Send Assignment Alerts.

4. Select who to send the alert to.

   • Select to send to people assigned on the current viewing day.

   • Select to send to people assigned within a date range.

     1. Select the start and end dates.

5. Optional: Schedule delivery

   1. Move the Schedule Delivery toggle ON.

   2. Enter the date to send the alert.

   3. Select the time to send the alert.

6. Enter the Subject.

7. Enter the Alert Content or Message. You can select dynamic tokens to display data relevant to the recipient and their assignment. Show/Hide Fields

   • Assignee's Name. The assignee's first and last name.

   • Assignee's Email. The assignee's email address.

   • Assignee's Phone. The assignee's phone number.

   • Assignee's Job Title. The assignee's job title.

   • Assignment Start Date. The assignment's start date.

   • Assignment End Date. The assignment's end date.

   • Assignment Start Time. The assignment's start time.

   • Assignment End Time. The assignment's end time.

   • Assignment Work Days. The assignment's work days.

   • Project Name. The project's name.

   • Project Address. The project's address.

   • Project City. The project's city.

   • Project State. The project's state.

   • Project Postal Code. The project's postal code.

   • Project Country. The project's country.

   • Project Number. The project number.

   • Project Status. The project's status.

   
   

8. Save or send the alert.

   • Click Save Draft to save the alert as a draft.

   • Click Send to schedule or immediately send the alerts.

1. Navigate to the Company level Resource Planning tool.

2. Click Assignments and select Gantt (Beta).

3. Right click the project and select Send Assignment Alerts.

4. Select who to send the alert to.

   • Select to send to people assigned on the current viewing day.

   • Select to send to people assigned within a date range.

     1. Select the start and end dates.

5. Optional: Schedule delivery

   1. Move the Schedule Delivery toggle ON.

   2. Enter the date to send the alert.

   3. Select the time to send the alert.

6. Enter the Subject.

7. Enter the Alert Content or Message. You can select dynamic tokens to display data relevant to the recipient and their assignment. Show/Hide Fields

   • Assignee's Name. The assignee's first and last name.

   • Assignee's Email. The assignee's email address.

   • Assignee's Phone. The assignee's phone number.

   • Assignee's Job Title. The assignee's job title.

   • Assignment Start Date. The assignment's start date.

   • Assignment End Date. The assignment's end date.

   • Assignment Start Time. The assignment's start time.

   • Assignment End Time. The assignment's end time.

   • Assignment Work Days. The assignment's work days.

   • Project Name. The project's name.

   • Project Address. The project's address.

   • Project City. The project's city.

   • Project State. The project's state.

   • Project Postal Code. The project's postal code.

   • Project Country. The project's country.

   • Project Number. The project number.

   • Project Status. The project's status.

   
   

8. Save or send the alert.

   • Click Save Draft to save the alert as a draft.

   • Click Send to schedule or immediately send the alerts.

From the Assignments Gantt, you can send alerts for all assignments for project on a certain date, or within a certain date range.

1. Navigate to the Company level Resource Planning tool.

2. Click Assignments and select Assignments Gantt.

3. Select Projects.
   

4. Click the ellipsis for the project for which you want to send the assignment alert.

5. Select Send Assignment Alerts.

6. Select the dates for the assignments.

   • Select Current Viewing Day to send the alert to all assignees with an assignment on the date selected.

   • Select Date Range to send the alert to all assignees with an assignment within the date range selected.

     1. Start Date. Select the start date of the date range.

     2. End. Select the end date for the date range.

        • Select Date and select the End Date to choose a specific end date for the range.

        • Select Weeks and enter the Number of Weeks for the date range.

7. Select when to send the alert:

   • Send Immediately. Select this to send the alert immediately, then click Send.

   • Schedule. Select this to schedule the alert to be sent in the future.

     1. Select the Date and Time to send the alert.

     2. Click Save.

   • Save Draft. Select this to save the alert as a draft. Then click Save.

8. Click Edit Alert Template to edit the assignment alert.

   1. Enter the Subject.

   2. Enter the Alert Content or Message. You can select dynamic tokens to display data relevant to the recipient and their assignment. Show/Hide Fields

      • Assignee's Name. The assignee's first and last name.

      • Assignee's Email. The assignee's email address.

      • Assignee's Phone. The assignee's phone number.

      • Assignee's Job Title. The assignee's job title.

      • Assignment Start Date. The assignment's start date.

      • Assignment End Date. The assignment's end date.

      • Assignment Start Time. The assignment's start time.

      • Assignment End Time. The assignment's end time.

      • Assignment Work Days. The assignment's work days.

      • Project Name. The project's name.

      • Project Address. The project's address.

      • Project City. The project's city.

      • Project State. The project's state.

      • Project Postal Code. The project's postal code.

      • Project Country. The project's country.

      • Project Number. The project number.

      • Project Status. The project's status.

9. Select the 'Message Type'.

10. Click Review Recipients.

11. Click Send.

1. Navigate to the Company level Resource Planning tool.

2. Click Assignments and select Assignments List.

3. Mark the checkbox for each assignment you want to send an alert for.

4. Click the send icon and select when to send the alert:

   • Send Immediately. Select this to send the alert immediately, then click Send Alerts.

   • Schedule. Select this to schedule the alert to be sent in the future.
     Note: You can edit or send the scheduled alert at a later time. See Manage Scheduled Assignment Alerts.

     1. Select the Date and Time to send the alert.

     2. Click Schedule Send.

   • Save Draft. Select this to save the alert as a draft. Then click Save Draft Alerts.
     Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.