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Send Assignment Alerts in Workforce Planning

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Objective

To send alerts for workforce assignments in Workforce Planning.

Background

Assignments allow you to manage your workforce by assigning resources 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.  See What is an assignment alert in Workforce Planning? 

This tutorial shows how to send alerts right away, create drafts or programme them for later.

Things to Consider

Steps

You can send workforce assignment alerts from three (3) places in Workforce Planning:

Send assignment alerts from the Assignments List

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

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Assignments and select Assignments List.
  3. Mark the tickboxes for the assignments for which you want to send the assignment alert.
  4. Click Batch Actions.
    clipboard_e92920b6b32bbe43c7503a17b942bf944.png
  5. Click Send Alerts and choose to:
    • Send Immediately. Select this to send the alert immediately, then click Send.
      Note: This will send the alert immediately based on the default or project assignment alert settings.
    • Programme. Select this to programme the alert to be sent in the future.
      Note: You can edit or send the programmed alert at a later time. See Manage Programmed Assignment Alerts.
      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.
      Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.

Send assignment alerts from the Assignments Boards

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

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Assignments and select Assignments Boards.
  3. Click the ellipsis icon-ellipsis-wfp.png for the project for which you want to send the assignment alert.
  4. Select Send Assignment Alerts.
  5. Select Current Viewing Day to send the alert to all assignees with an assignment on the date selected.
    OR
    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.
        OR 
      • Select Weeks and enter the Number of Weeks for the date range.
  6. Select when to send the alert:
    • Send Immediately. Select this to send the alert immediately, then click Send.
      Note: This will send the alert immediately based on the default or project assignment alert settings.
    • Programme. Select this to programme the alert to be sent in the future.
      Note: You can edit or send the programmed alert at a later time. See Manage Programmed Assignment Alerts.
      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.
      Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.
    Click Edit Alert Template to edit the assignment alert.
    1. For the Alert that you choose, enter the information you would like to include in the Subject and Message.
    2. Add the Dynamic Tokens that you want to appear in your alerts, to customise the information for the person receiving the alert:
      • 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 Postcode. The project's postcode.
      • Project Country. The project's country.
      • Project Number. The project number.
      • Project Status. The project's status.
    3. Select the 'Message Type'
  7. Click Review Recipients.
  8. Click Send.

Send assignment alerts from the Assignments Gantt

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 Workforce Planning tool.
  2. Click Assignments and select Assignments Gantt.
  3. Select Projects.
    clipboard_ed866d13205e3cd61fb36714149345880.png
  4. Click the ellipsis icon-ellipsis-wfp.png for the project for which you want to send the assignment alert.
  5. Select Send Assignment Alerts.
  6. Select Current Viewing Day to send the alert to all assignees with an assignment on the date selected.
    OR
    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.
        OR 
      • 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.
      Note: This will send the alert immediately based on the default or project assignment alert settings.
    • Programme. Select this to programme the alert to be sent in the future.
      Note: You can edit or send the programmed alert at a later time. See Manage Programmed Assignment Alerts.
      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.
      Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.
  8. Click Edit Alert Template to edit the assignment alert.
    1. For the Alert that you choose, enter the information you would like to include in the Subject and Message.
    2. Add the Dynamic Tokens that you want to appear in your alerts, to customise the information for the person receiving the alert:
      • 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 Postcode. The project's postcode.
      • Project Country. The project's country.
      • Project Number. The project number.
      • Project Status. The project's status.
  9. Click Review Recipients.
  10. Click Send.