Email Notifications and Workflows - EcoSys - 3.01 - Help - Hexagon PPM

EcoSys Projects Help (3.01)

PPMProduct
EcoSys
PPMCategory_custom
Help
Version_EcoSysStand
3.01

Email notification functionality is included in the project setup, budget, and change screens. Email approval/rejection workflow is a component of the budget and change screens only.

Email Notifications: Project Setup Module

When a project is created, closed, or re-opened; the project creator is sent an email by EcoSys, assuming the creator’s email address is correctly added to their EcoSys User ID by the organization’s EcoSys administrator.

Project Creation

When a project is created, the person who created the project will be sent an email.

Project Closure

When a project is closed, the person who created the project will be sent an email.

Project Re-Open

When a project is re-opened, the person who created the project will be sent an email.

Email Notifications: Budget and Change Modules

The Budget and Change screens not only support automatic email notifications, but the ability to approve or reject Budgets and Changes via email in EcoSys as well. Approval or rejection via workflow will occur only if EcoSys has been set up to support this functionality. In addition, any end user that may approve or reject a Budget or a Change (also known as a Workflow User) must be established as both a Workflow User and as an EcoSys User by the EcoSys administrator. If a user does not have an EcoSys User account, they may be added to the distribution list as an External User. External Users cannot approve a Budget or a Change, but they can receive notifications of Budget or Change events.

Email notifications are sent to Workflow Users and External Users assigned to the project in the Project > Project SetupWorkflow Admin tab. An EcoSys Projects Workflow User defined as a Level 1, Level 2, or Level 3 approver may be granted the authority to approve or reject a project’s budget, change, or both budgets and changes. Email workflow then allows these users to approve or reject via email, without logging onto EcoSys.

SHARED Tip For more information on the assignment of workflow users or external users to a specific project, refer to View or Update Project Attributes.

Three classes of email approvals are described below:

  1. Workflow Approval/Rejection: Emails sent to Budget or Change Approvers request their approval or rejection of a budget.

  2. Creator Notifications: Emails specific to the person who created the Budget or the Change.

  3. Distribution List Notification: Emails specific to those defined on the project’s Workflow Admin tab (both Workflow User and External Users).

Many of the email screen prints below pertain to Budget screens approvals; however, similar emails are produced for Change screens.

Workflow Approval Emails

When email workflow is enabled, the workflow user has the ability to approve or reject a budget or a change via email, without logging onto EcoSys.

Request to Approve or Reject a Budget or a Change

After a budget or change is submitted for approval, an email is sent to all workflow users assigned in the Project Setup screen (Project > Project Setup Workflow Admin) tab. For example, a request submitted to approve or reject a budget.

Approve a Budget or a Change

To approve a budget or change via email, the workflow user must click on the Approve hyperlink in the email requesting approval. See the example in the above section Request to Approve or Reject a Budget or a Change. The selection of the hyperlink will generate a reply email that must be sent by the user in order to trigger the workflow approval process. It is critical that the user does not change any email content before sending the email. For example, when a user can clicks approve hyperlink to approve the budget workflow, the below reply email is generated.

It is critical that the user does not change any content of the email.

Approval Acknowledgement

After submitting a workflow approval via email, the distribution list will receive an email indicating acknowledgement of the approval via workflow. For example, when the workflow user approves the budge, the users in the distribution list will receive the below acknowledgement.

Reject a Budget or a Change

To reject the budget or change via email, the workflow user must click on the Reject hyperlink in the email requesting approval. See the example email in the section Request to Approve or Reject a Budget or a Change above. For example, when a user can clicks reject hyperlink to reject the budget workflow, the below reply email is generated. Send the email to trigger the workflow approval process.

It is critical that the user does not change any content of the email.

Rejection Acknowledgement

After submitting a workflow rejection via email, the distribution list will receive an email indicating acknowledgement of the rejection via workflow. For example, when the workflow user rejects the budget, the users in the distribution list will receive the below acknowledgement email.

Approval Failure

Workflow approval will fail if a workflow user approves a budget or change via email after the budget is rejected by another user. For example, a user receives the below failure email.

Email Notifications to Budget or Change Creator

Email notifications are sent to a budget or change creator when the budget or change is created, approved, rejected, or re-opened. In addition, email notifications are sent to the change creator when budgets are place on-hold or cancelled.

Budget or Change Creation

When a budget is created via the Create New Budget action, or a change is submitted via the Create New Change action, the creator of the budget is notified via email. The Status appears as Open.

For example, below is the email notification that a budget or change creator receives when a budget is created via Create New Budget action.

Budget or Change Approval Status Updates

When a budget is submitted for approval via the Submit Budget for Approval actions, or a change is submitted for approval via the Submit Change for Approval action, the creator of the budget or change is notified via email.

In addition, an email is sent to the creator of the budget or change any time Status of the budget or change is updated.

The Status included in the table at the bottom of the email indicates the Status of the budget or change at the time the email was sent. The table below lists the budget and change events and the associated Status.

Event

Status

The budget or change was submitted for approval and was auto-approved

Approved

The budget or change was submitted for approval and requires at least one level of approval

Submitted

The budget or change was submitted for approval and is approved by one approver, but all required approvers have not yet approved

Partial Approval

The budget or change was submitted for approval and, after all the approvers have approved, the budget is finally approved

Approved

The budget or change was rejected

Open

For example, when a budget is submitted using the Submit Budget for Approval action, the below email is received by the creator of the budget.

Budget or Change Rejection

Emails are sent the budget or change creator when the budget or change is rejected. When the budget or change is rejected by even a single user, the status of the budget or change is modified to Open. The budget or change log will contain additional detail regarding the rejection event. For example, the below email is received by the budget or change creator a budget is rejected.

Budget or Change Re-Open

Emails are sent to the budget or change creator when the budget or change is re-opened following approval. When the budget or change is re-opened, the status of the budget or change is modified to Open. For example, the below email is received by the budget or change creator a budget is re-opened.

Place Change On-Hold

Emails are sent to the change creator when the change is placed on-hold as a result of running the Place Change on Hold action.

Cancel Change

Emails are sent the change creator when the change is cancelled as a result of running the Cancel Change action.

Email Notifications to Budget or Change Distribution List

Email notifications are sent to a budget or change distribution list when the budget or change is created, approved, rejected, or re-opened. In addition, email notifications are sent to the Change distribution list when budgets are place on-hold or cancelled.

Budget or Change Creation

When a budget is created via the Create New Budget, or a change is submitted via the Create New Change action, the distribution list of the budget is notified via email. The Status appears as Open.

For example, the distribution list receives the below email when a budget is created via Create New Budget action.

Budget or Change Approval Status Updates

When a budget is submitted for approval via the Submit Budget for Approval action, or a change is submitted for approval via the Submit Change for Approval action, the budget or change distribution list is notified via email.

In addition, an email is sent to the distribution list any time Status of the budget or change is updated.

The Status included in the table at the bottom of the email indicates the Status of the budget or change at the time the email was sent. The table below lists the budget and change events and the associated Status.

Event

Status

The budget or change was submitted for approval and was auto-approved

Approved

The budget or change was submitted for approval and requires at least one level of approval

Submitted

The budget or change was submitted for approval and is approved by one approver, but all required approvers have not yet approved

Partial Approval

The budget or change was submitted for approval and, after all the approvers have approved, the budget is finally approved

Approved

For example, the distribution list receives the below email when a budget is submitted for approval via Submit Budget for Approval action.

Budget or Change Rejection

Emails are sent the budget or change distribution list when the budget or change is rejected. When the budget or change is rejected by even a single user, the status of the budget or change is modified to Open. The budget or change log will contain additional detail regarding the rejection event. For example, the distribution list receives the below email when a budget or change is rejected.

Budget or Change Re-Open

Emails are sent to the budget or change distribution list when the budget or change is re-opened following approval. When the budget or change is re-opened, the status of the budget or change is modified to Open. For example, the distribution list receives the below email when a budget or change is re-opened.

Place Change On-Hold

Emails are sent to the change distribution list when the change is placed on-hold as a result of running the Place Change on Hold action.

Cancel Change

Emails are sent the change distribution list when the change is cancelled as a result of running the Cancel Change action.