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Setting Up the Email Notifications

Note: This article was authored in the former format, which includes functionality dating back to version 2013 R1 and earlier. The content will be converted to the current platform article format.

The email notifications are set up to allow the automatic generation and transmission of email messages when specified conditions are met. For more information on the notification parameters, see Workflow Setup: Setting Up the Notifications for the Workflows.

When setting up a message, certain notification parameters are used to define the type of reminder or email notification that is sent. For example, the following notification parameters are set up in a message to notify users of a high-priority action item that is assigned to them:

  • Title: WORKFLOW% WORKFLOW_NUMBER% : WORKFLOW_PRIORITY%
  • Message: an Action Item of %WORKFLOW_PRIORITY% priority has been assigned to you
  • Workflow Summary: %WORKFLOW_SUMMARY%

The live link notification parameters can also be in added in the email notifications to redirect users to the appropriate entry pages in the application so that they can perform the necessary actions. The live link notification parameters generate a hyperlink in the email body that when clicked loads the application and allows access to the Tenrox Enterprise Portal.

If NT Authentication is enabled, then the hyperlink automatically authenticates the users. To support the live links, ensure that the required URL is entered in the Application web site box (Setup>Organization>System). This URL is required for the creation of the link in the email to know to which server to connect.

Note: The live link notification parameters are only functional in notifications that are set in the states and transitions of workflows. The live link notification parameters are not functional when used in automated processing notifications (Setup>Organization>System>System Setup>Email Template List); for more information, see System Setup: Editing the Email Templates and System Setup: Setting Up Automation and Batch Processing.

Since not all parameters exist for upper-level summary budgets, there are certain notifications that are not used with task and project summary level budget notifications. For example, the table Notification Parameters lists the parameters not defined at the Notification>Message level when creating project and task summary level budgets:

Notification not Used with Project and Task Summary Level Budgets

PROJECT SUMMARY LEVEL BUDGETS
Description Parameter
Name of the task: %TASK%
Name of the budget: %BUDGET_NAME%
Start date of the budget: %BUDGET_START%
End date of the budget: %BUDGET_END%

 

TASK SUMMARY LEVEL BUDGETS
Description Parameter
Name of the budget: %BUDGET_NAME%
Start date of the budget: %BUDGET_START%
End date of the budget: %BUDGET_END%

Notification Parameters

Workflow Type: Projects

Description
Parameter
Name of the workflow used for the project: %WORKFLOW_NAME%
Name of the user who created the project: %CREATOR_NAME%
Date the project was created: %PROJECT_DATE_CREATED%
Date the project state was last updated: %PROJECT_DATE_UPDATED%
Name of the portfolio: %PORTFOLIO_NAME%
Name of the client: %CLIENT_NAME%
Name of the project: %PROJECT_NAME%
Code of the project: %PROJECT_CODE%
Priority of the project: %PROJECT_PRIORITY%
Name of the project manager: %PROJECT_MANAGER_NAME%
Start date of the project: %PROJECT_START%
End date of the project: %PROJECT_END%
Description entered for the project: %PROJECT_DESCRIPTION%
Rejection note entered at the time of the transition: %REJECTION_NOTE%
Reason note entered at the time of the transition: %REASON_NOTE%

Workflow Type: Workforce Planning

Description
Parameter
Live Link: %WORKPLAN_LINK%
Resource request tracking number: %CWP_NUMBER%
Name of project manager associated to the resource request: %CWP_PROJECT_MGR%
Name of the current state of the resource request: %CWP_STATE%
Priority level of the resource request: %CWP_PRIORITY%
Project associated to the resource request: %CWP_PROJECT%
Summary of the resource request: %CWP_SUMMARY%
Description of the resource request: %CWP_DESCRIPTION%
Name of the user who created the resource request: %CWP_CREATOR%
Name of the user who originated the resource request:
%CWP_ORIGINATOR%
Name of the user who rejected the resource request: %REJECTED_BY%

Workflow Type: Workforce Planning

Description
Parameter
Live Link: %WORKPLAN_LINK%
Resource request tracking number: %CWP_NUMBER%
Name of project manager associated to the resource request: %CWP_PROJECT_MGR%
Name of the current state of the resource request: %CWP_STATE%
Priority level of the resource request: %CWP_PRIORITY%
Project associated to the resource request: %CWP_PROJECT%
Summary of the resource request: %CWP_SUMMARY%
Description of the resource request: %CWP_DESCRIPTION%
Name of the user who created the resource request: %CWP_CREATOR%
Name of the user who originated the resource request: %CWP_ORIGINATOR%
Name of the user who rejected the resource request: %REJECTED_BY%

Workflow Type: Timesheets

Description
Parameter
Live Link: %TIMESHEET_LINK%
First name of the timesheet user: %TIMESH_UFNAME%
Last name of the timesheet user: %TIMESH_ULNAME%
Name of the group to which the user is associated: %TIMESH_GROUP%
First and Last name of the group manager: %TIMESH_MGR_FLNAME%
First name of the group manager: %TIMESH_MGR_FNANE%
Last name of the group manager: %TIMESH_MGR_LNAME%
Start date of the timesheet period: %TIMESH_PERIODSTART%
End date of the timesheet period: %TIMESH_PERIODEND%
Name of the task associated to the timesheet: %TIMESH_TASK%
Name of the client associated to timesheet: %TIMESH_CLIENT%
Name of the project associated to the timesheet: %TIMESH_PROJECT%
Name of project manager associated to the project (included in timesheet): %TIMESH_PROJECT_MGR%
Type of timesheet workflow associated to the timesheet: %TIMESH_WORKFLOW%
Current state of the timesheet: %TIMESH_STATUS%
Note describing the reason the timesheet was rejected: %REJECTION_NOTE%

Workflow Type: Expense Reports

Description
Parameter
Live Link: %EXPENSEREPORT_LINK%
Title of the expense report: %EXPRPT_TITLE%
Start date of period that the expense report was created: %EXPRPT_FROMDATE%
End date of the period that the expense report was created: %EXPRPT_TODATE%
Type of expense workflow associated to the expense report: %EXPRPT_WORKFLOW%
Current state of the expense report: %EXPRPT_STATE%
Expense report tracking number: %EXPRPT_NUMBER%
Name of the user who created the expense report: %EXPRPT_CREATOR%
Total amount of the expense report: %EXPRPT_TOTAL_AMT%
Advanced amount reported in the expense report: %EXPRPT_ADVANCED_AMT%
Total Billable amount in the expense report: %EXPRPT_TOTAL_BILLABLE%
Total Payable amount reported in the expense report: %EXPRPT_TOTAL_PAYABLE%
Total amount to reimburse: %EXPRPT_AMT_TO_REIMBURSE%
Note describing the reason the expense report was rejected: %REJECTION_NOTE%

Workflow Type: Invoices

Description
Parameter
Live Link: %INVOICE_LINK%
Invoice tracking number: %INVOICE_NUMBER%
Name of the current state of the invoice entry: %INVOICE_STATE%
Date when the invoice entry was created: %INVOICE_CREATION_DATE%
Start date of the period when the invoice was created: %INVOICE_FROMDATE%
End date of the period when the invoice was created: %INVOICE_TODATE%
Name of the user who created the invoice entry: %INVOICE_CREATOR%
Name of the client associated to the invoice entry: %INVOICE_CLIENT%
Name of the user who rejected the invoice: %INVOICE_LOGGED_USER%
Total amount of services included in the invoice: %INVOICE_SERVICES%
Total amount of expenses included in the invoice: %INVOICE_EXPENSES%
Total amount of money charges included in the invoice: %INVOICE_MONEY_CHARGES%
Total taxes amount in the invoice: %INVOICE_TOTAL_TAXES%
Total amount of the invoice: %INVOICE_TOTAL%
Previous balance of the invoice: %INVOICE_PREVIOUS_BALANCE%
Total amount of Payments, credits, refunds included in the invoice: %INVOICE_PAYMENTS_CREDITS_REFUNDS%
New balance of the invoice: %INVOICE_NEW_BALANCE%
Note describing the reason the invoice was rejected: %REJECTION_NOTE%
Name of the project: %INVOICE_PROJECT%

Version Note: This feature is available as of Tenrox 2015R2 SP3.)

Workflow Type: Budgets

Description
Parameter
Name of the client: %CLIENT%
Name of the project: %PROJECT%
Name of the task: %TASK%
Name of the budget: %BUDGET_NAME%
Start date of the budget: %BUDGET_START%
End date of the budget: %BUDGET_END%
Threshold percentage defined in the notification: %BUDGET_PERCENTAGE%
Total current time budget: %BUDGET_TIME_BUDGET%
Current billable time budget: %BUDGET_BILLABLE_TIME_BUDGET%
Current non-billable time budget: %BUDGET_NON_BILLABLE_TIME_BUDGET%
Current total cost budget: %BUDGET_TOTAL_COST_BUDGET%
Current time cost budget: %BUDGET_TIME_COST_BUDGET%
Current expense cost budget: %BUDGET_EXPENSE_COST_BUDGET%
Current charge cost budget: %BUDGET_CHARGE_COST_BUDGET%
Current product cost budget: %BUDGET_PRODUCT_COST_BUDGET%
Current total billable budget: %BUDGET_TOTAL_BILLABLE_BUDGET%
Current time billable budget: %BUDGET_TIME_BILLABLE_BUDGET%
Current expense billable budget: %BUDGET_EXPENSE_BILLABLE_BUDGET%
Current charge billable budget: %BUDGET_CHARGE_BILLABLE_BUDGET%
Current product billable budget: %BUDGET_PRODUCT_BILLABLE_BUDGET%
Current total non-billable budget: %BUDGET_TOTAL_NON_BILLABLE_BUDGET%
Current time non-billable budget: %BUDGET_TIME_NON_BILLABLE_BUDGET%
Current expense non-billable budget: %BUDGET_EXPENSE_NON_BILLABLE_BUDGET%
Current charge non-billable budget: %BUDGET_CHARGE_NON_BILLABLE_BUDGET%
Current product non-billable budget: %BUDGET_PRODUCT_NON_BILLABLE_BUDGET%

Workflow Type: Requisitions

Description
Parameter
Live Link: %REQUISITIONNUMBER_LINK%
Requisition order number: %RO_NUMBER%
Type of requisition workflow associated to the requisition: %RO_WORKFLOW%
Name of the current state of the requisition: %RO_STATE%
Priority level of the requisition: %RO_PRIORITY%
Description of the requisition: %RO_DESCRIPTION%
Project associated to the requisition: %RO_PROJECT%
Name of the user who originated the requisition: %RO_ORIGINATOR%
Group associated to the user who created this requisition: %RO_GROUP_NAME%
Name of the vendor associated to this requisition: %RO_VENDOR%
Name of the user who created this requisition: %RO_CREATOR%
Date when the purchase items are required: %RO_REQUIRED_DATE%
Date when the requisition was created: %RO_CREATION_DATE%

Workflow Type: Purchase Orders

Description
Parameter
Live Link: %PURCHASEORDER_LINK%
Purchase order number: %PO_NUMBER%
Type of purchase workflow associated to the purchase order: %PO_WORKFLOW%
Requisition number associated to the purchase order: %PO_REQ_NUMBER%
Name of the current state of the purchase order: %PO_STATE%
Priority level of the purchase order: %PO_PRIORITY%
Purpose of the purchase order: %PO_PURPOSE%
Details included in the purchase order: %PO_DETAILS%
Project associated to the purchase order: %PO_PROJECT%
Name of the user who originated the purchase order: %PO_ORIGINATOR%
Client associated to the purchase order: %PO_CLIENT%
Name of the buyer of the purchase order: %PO_BUYER_NAME%
Group associated to the user who created this purchase order: %PO_GROUP_NAME%
Name of the vendor associated to this purchase order: %PO_VENDOR%
Name of the user who created this purchase order: %PO_CREATOR%
Date when the purchase items are required: %PO_REQUIRED_DATE%
Date when the purchase order was created: %PO_CREATION_DATE%

Workflow Type: Work Processes

Description
Parameter
Live Link: %WORKFLOWENTRY_LINK%
Work process entry tracking number: %WORKFLOW_NUMBER%
Type of workflow associated to the work process entry: %WORKFLOW%
Name of the current state of the work process entry: %WORKFLOW_STATE%
Priority level of the work process entry: %WORKFLOW_PRIORITY%
Date when the work process entry was created: %WORKFLOW_CREATION_DATE%
Last date when the work process entry was updated: %WORKFLOW_LAST_UPDATE_DATE%
Date before the work process entry must be fixed: %WORKFLOW_DEADLINE%
Component associated to the work process entry:
%WORKFLOW_COMPONENT%
Project associated to the work process entry: %WORKFLOW_PROJECT%
Summary of the work process entry: %WORKFLOW_SUMMARY%
Description of the work process entry: %WORKFLOW_DESCRIPTION%
Additional information related to the work process entry: %WORKFLOW_ADDITIONAL_INFO%
Information on how to reproduce the work process entry problem:
%WORKFLOW_WAY_TO_REPRODUCE%
Information on how to fix the work process entry problem: %WORKFLOW_WORKAROUND%
Name of the project manager associated to the work process entry: %WORKFLOW_PROJECT_MANAGER%
Name of the user who created the work process entry:
 %WORKFLOW_CREATOR%
Name of the user who originated the work process entry: %WORKFLOW_ORIGINATOR%
Name of the client associated to the work process entry: %WORKFLOW_CLIENT%
Name of the user who is assigned to the work process entry: %WORKFLOW_ASSIGNED_USER%

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