Create a Scheduled Work Authorization Alert

Scheduled Alerts are alerts that are executed according to schedule. Using a scheduled alert, you can automatically create work authorizations for all control accounts that start within the next x number of days.

The automatic generation creates a separate Work Authorization (and populates the contents) for all control accounts that satisfy this criteria. The workflow for each Work Authorization is started and sends alerts to the first workflow step.

This topic covers the following two processes:

• Schedule a Work Authorization alert using the default scheduled alert

• Create a new scheduled Work Authorization alert

To schedule a Work Authorization alert using the default scheduled alert, complete the following steps:

1. On the Navigation menu, click Administration » Alerts » Scheduled Alerts.

2. In the Area drop-down list, select Projects. Selecting the Area populates the Alert and the Actions grids.

3. In the Conditions column, click to display the Conditions dialog box where you can change the conditions for the alert. This field displays "<Conditions Defined>” when you have defined the conditions.

4. Click Schedule on the Alerts grid toolbar to display the Schedule dialog box where you can set the schedule for the alert.

   When you click OK, the checkbox in the Scheduled column is automatically selected and the details of the schedule are displayed in the Schedule column.

5. Click Save on the Scheduled Alerts toolbar.

To create a new scheduled Work Authorization alert, complete the following steps:

1. On the Navigation menu, click Administration » Alerts » Scheduled Alerts

2. From the Area drop-down list, select Projects. Selecting the Area populates the Alert and the Actions grids.

3. In the Alerts grid, click Insert to add a new row in the grid.

4. In the Alert Table column, click and select Control Account.

5. Enter Auto Creation of Work Authorization in the Description column.

6. In the Conditions column, click to display the Conditions dialog box  where you can set the conditions for the alert. This field changes to "<Conditions Defined>” when you have defined the conditions. Set the following conditions:

   1. Select Project.Project Visibility in the Column column.

   2. Select Greater Than in the Operator column.

   3. Enter 0 in the Value column.

   4. Select AND in the AND/OR column.

   5. Click Insert to insert a new line.

   6. In the new line, select Control Account.Baseline in the Column column.

   7. Select Next Days in the Operator column.

   8. Enter a number in the Value column. This tells the system to automatically create work authorizations for all control accounts that start within the next <the number you entered> days.

   9. Click OK.

7. Click Schedule on the Alerts grid toolbar to display the Schedule dialog box where you can set the schedule for the alert.

   When you click OK, the check box in the Scheduled column is automatically selected and the details of the schedule are displayed in the Schedule column.

8. In the Actions grid, click Insert on the Actions grid toolbar. A pop-up menu containing a list of action displays. The actions displayed depend on the Area type selected.

9. Select Create Workflow. A Create Workflow Configuration dialog box displays.

   • Select Initial Work Authorization from the Workflow Type drop-down.

   • Select Create Only if No Workflows of This Type Exist for the Control Account.

   • In the Title field, edit the existing title or enter a new title. For example, Initial Work Authorization.

10. Click OK.

11. Enter the description for the action in the Description column.

12. In the Conditions column, click to display the Conditions dialog box where you can set the conditions for the alert. This field changes to "<Conditions Defined>” when you have defined the conditions.

    The default Auto Creation of Work Authorization scheduled alert does not have any conditions set in this field.

13. Click Save on the Scheduled Alerts toolbar.

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