Use alerts to automate tasks such as sending email and dashboard alerts, creating workflows, and updating data.
There are two types of alerts:
Scheduled alerts — Scheduled Alerts are alerts that are executed according to a schedule specified by the user.
User-Initiated alerts — User-Initiated alerts are executed whenever there is a change in the data.
Use the Alerts feature to complete the following tasks:
Send email alerts to the team when information about the Project changes.
Execute a workflow when a new document is uploaded to the Document manager.
Check daily to see if the Control Account thresholds have been exceeded and send out a message to the CAM regarding this.
There are two grids on the Alerts form:
The Alerts grid is when to initiate the alert. For example, when do I need a schedule or a database update.
The Actions grid is what actions need to be performed when the alert is executed.
Further conditions can be applied on both alert and action level.
For example, when scheduled alerts are created automatically by adding step actions to the Workflow Steps tab in Workflow Type Configuration, the conditions are specific to the workflow type and step. This allows each workflow type and step to be maintained separately. It is possible to remove the past due notification from all steps and just create a single scheduled alert that operates on all steps of the workflow type.
When a record meets all of the conditions in the Alert grid, all of the actions are processed for that alert. The conditions in the Alerts grid should filter as much as possible to help performance. For example, the Alert grid should contain conditions to prevent the actions from being processed when the record is closed or suspended.
Create an action for a workflow
Create a workflow step action alert