Edit a Budget Notification Template

The Budget Templates allow users to create budget notifications more efficiently by using these pre-defined Budget Notification Templates and optionally customize it at the Project (Project List > Project Edit > Budget) or Task (Setup > Work > Tasks > Task Edit) levels.

This article details how to edit a Budget Notification Template.

Note: Editing a Budget Notification template from the System level will not cascade to existing Project Budgets using a copy of a template.

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Notifications to access the Notification List page.
  3. From the Notification Type options, select Budget Notifications.
  4. Upon the Budget Notifications displaying, click the Budget Notification template name you wish to edit.
  5. Upon the Budget Notification Edit page displaying, modify the required Information from the following tabs:

    Caution: Editing a Budget Notification template from the System level will not cascade to existing Project Budgets using a copy of the template.

    1. Enter a descriptive Name for your Budget Notification Template.
    2. Enter the Subject line of the Notification.
    3. Select the Language (English or French).
    4. Select Send Notification to send a notification when the criteria is met. Then select either Always to send a notification every time the criteria is met or Repeat and specify the number of times the notification should be sent.
    5. Choose Suspend <Project/Task> if the project or task should be suspended when the notification criteria are met.
    6. Message: Enter the required message within the Message box.

      You can customize the message body using the Rich Text Editor. For formatting options and features, see Rich Text Editor.

      To insert parameters, simply type the percentage sign (%) which triggers a suggested list of available Parameter(s). As you type, the list is filtered to narrow down the options, allowing you to pick and insert the required Parameter into your Message body. For a complete list of available parameters refer to Budget Notification Parameters.

      Note: When applying formatting to Parameters, the entire parameter name including percentage signs (%) must be formatted.

    1. Click New to start the process of creating a Recipient.
    2. Select a Message Type from the following available options: To, Cc and Bcc.
    3. Then click the Notify list and choose one of these options. Note that depending on your selection, additional fields may be displayed.
      1. Project Manager: When selected, the notification will be sent to the respective Project Manager.
      2. Group Manager: When selected, a new Select Group box is displayed. Clicking the Select Group browse button opens the Group List page where you can select the required Groups.

        Note: Suspended Groups are hidden by default on the Groups List page, allowing you to focus on active groups. If needed, you can check the Show Suspended Groups box to display the suspended Groups. In this case, they will appear in red and will be non-selectable.

      3. Portfolio Manager: When selected, the notification will be sent to the respective Portfolio Manager.
      4. Program Manager: When selected, the notification will be sent to the respective Program Manager.
      5.  User: When selected, the With box is displayed. The 'With' field has the following options:
        • Name: When selected, you can click the browse button to open the User List page where you can make a selection from the available Users. Selected Users will receive the notification.
        • Title: When selected, you can click the browse button to open the Title List page where you can make a selection from the available Titles. Users with the selected title receive the notification.
        • Timesheet Role: When selected, you can click the browse button to open the Timesheet Roles page where you can make a selection from the available Timesheet Roles. Users with the selected Timesheet Roles receive the notification.
        • Expense Role: When selected, you can click the browse button to open the Expense Roles page where you can make a selection from the available Expense Roles. Users with the selected Expense Roles receive the notification.
        • Invoice Role: When selected, you can click the browse button to open the Invoice Roles page where you can make a selection from the available Invoice Roles. Users with the selected Invoice Roles receive the notification.
      6. Custom: Selecting Custom allows you to enter a recipient Email address and choose the required Language.

  8. Define the notification trigger criteria.

    1. Budget: Available options are Baseline and Current.
    2. Budget Type: Budget Type on which the criteria is based. Available options are: Time, Cost, Billable and Non-Billable.
    3. Budget Sub-type: Budget Sub-type on which the criteria is based. The available options will differ based on the Budget Type selected above.
      • For Time Budget Type the available Budget Sub-types are: Billable, Non-Billable and Total.
      • For Cost, Billable and Non-Billable Budget Types the available Budget Sub-types are: Time, Expense, Charge, Product, and Total.
    4. Entry Status: Select the status of the entries to include: All, Completed or Approved.
    5. Threshold: Define the budget percentage to be reached to trigger the notification.

  9. From the Associations tab, you can define Filter conditions to apply Budget Notification Templates to multiple projects and tasks.

    Note:

    • For Projects using Multi-budgets , notifications are created at the Summary level.
    • For Projects using Single budget, notifications are created at the Project level.
    • Role-based budgets do not support this type of notification.

    1. From the Projects list choose:

      1. None: When None is selected, the Budget Notification Template functions as it did in previous releases. The Associations tab becomes read-only, and only the criteria specified in the Criteria tab will trigger notifications for Projects where the template is manually associated.

        Note: None is selected by default.

      2. Selected Projects: When selected, you can then define a set of Filters. The Budget Notification Template will then automatically appear in read-only form within the Notifications tab of Project Budget Notifications for projects that meet these defined Filters.

        Notifications are created based on the schedule in the Budget Notifications Automation Processing Service when the criteria in the Criteria tab are met for Project Budgets, and sent according to the schedule in the Notifications Delivery Automation Service.
      3. All Projects: When selected, the Associations tab becomes read-only. The Budget Notification Template will automatically appear in read-only form within the Notifications tab of Project Budget Notifications for all Projects in the system.

        Notifications are created based on the schedule in the Budget Notifications Automation Processing Service when the criteria in the Criteria tab are met for Project Budgets, and sent according to the schedule in the Notifications Delivery Automation Service.

        Note: It is recommended to avoid using the All Projects option for large organizations due to potential performance issues.

    2. Apply to associated Tasks: When selected, the Budget Notification Template will automatically appear in read-only form within the Notifications tab of Task Budgets for the Projects that meet the Filter criteria.

    When Selected Projects is chosen you can then configure the Filter using the familiar Filter interface:

    1. In addition to User Defined Fields associated to the Project object you can choose the following Fields to create your filter: Alternate Manager, Client, Code, End, Health, Id, Is Active, Portfolio, Program, Project, Portfolio Manager, Program Manager, Project Manager, Start, State Name, Workflow and Tracking number.
    2. Depending on your chosen Field in step 1, the Conditions may vary and will have one of the following options:
      1. In and Not In
      2. =, <>, Like and Not Like
      3. =, <>, >=, <=, <, >, Between, Not Between, Today, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, Year to Date, This Fiscal Month, Last Fiscal Month, This Fiscal Quarter, Last Fiscal Quarter, This Fiscal Year, Last Fiscal Year and Fiscal Year to Date.
    3. The Value 1 and Value 2 options are dependent on the chosen Field and Conditions. You may have to either:
      1. Click the ellipsis button and select the Value from a list.
      2. Select one or multiple Values from a selection list.
      3. Enter a value for Value 1.
  10. Click Save to apply your changes.
  11. Click Back to return to the previous page.