Manage Draft Assignment Alerts for Workforce Planning
Objective
To manage draft assignment alerts for workforce assignments in Workforce Planning.
Background
Workforce assignments allow you to manage your workforce by assigning resources to projects. You can create assignment alerts to notify the assignees and share key information about their assignment. See What is an assignment alert in Workforce Planning? You can draft assignment alerts to be sent a later time. See Send Assignment Alerts for Workforce Planning.
This tutorial shows you how to manage draft assignment alerts that have not yet been sent to recipients.
Things to Consider
- Required User Permissions:
- 'Read Only' level permissions or higher on the Workforce Planning tool and 'Admin' level permissions within the Workforce Planning tool. See Create Permissions Templates for Workforce Planning.
OR - To view assignment alerts, 'Read Only' level permissions or higher on the Workforce Planning tool with the 'View Alerts' granular permission within the Workforce Planning tool. See Configure Default Assignment Alerts and Create Custom Assignment Alerts for Projects.
- To send assignment alerts, 'Read Only' permissions or higher on the Workforce Planning tool with the 'View Alerts' and 'Create/Edit/Delete Alerts' granular permissions in the Settings page of the Workforce Planning tool. See Configure Default Assignment Alerts and Create Custom Assignment Alerts for Projects.
- 'Read Only' level permissions or higher on the Workforce Planning tool and 'Admin' level permissions within the Workforce Planning tool. See Create Permissions Templates for Workforce Planning.
Prerequisites
Steps
There are four (4) ways you can manage your draft assignment alerts:
- View Draft Assignment Alerts
- Send Draft Assignment Alerts Now
- Edit Draft Assignment Alerts
- Delete Draft Assignment Alerts
View Draft Assignment Alerts
- Navigate to the Company level Workforce Planning tool.
- Click Communications and select Alerts.
- Select Drafts from the drop-down menu.
- Optional: To search for an assignment alert, enter the person's name who is receiving the alert in the Search Recipients box. Then click the magnifying glass icon or press the enter/return key on your keyboard to initiate your search.
- Optional: To filter assignment alerts, click the filter
icon. Select your filters, then click Apply.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
Note: To clear filters, click the filtericon. Then select Clear All.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
- Optional: To sort the list of assignment requests, click Sort By and select Created - Newest or Created - Oldest.
- This shows you an overview of all your draft assignment alerts:
- Assignee's Name. The assignee's first and last name.
- Project Name. The project's name.
- Assignment Start Date. The assignment's start date.
- Assignment End Date. The assignment's end date.
- Creator. The person who created the assignment alert.
Send Draft Assignment Alerts Now
- Navigate to the Company level Workforce Planning tool.
- Click Communications and select Alerts.
- Select Drafts from the drop-down menu.
- Optional: To search for an assignment alert, enter the person's name who is receiving the alert in the Search Recipients box. Then click the magnifying glass icon or press the enter/return key on your keyboard to initiate your search.
- Optional: To filter assignment alerts, click the filter
icon. Select your filters, then click Apply.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
Note: To clear filters, click the filtericon. Then select Clear All.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
- Locate the assignment alert that you want to send now. Then click, Send Now.
Edit Draft Assignment Alerts
- Navigate to the Company level Workforce Planning tool.
- Click Communications and select Alerts.
- Select Drafts from the drop-down menu.
- Optional: To search for an assignment alert, enter the person's name who is receiving the alert in the Search Recipients box. Then click the magnifying glass icon or press the enter/return key on your keyboard to initiate your search.
- Optional: To filter assignment alerts, click the filter
icon. Select your filters, then click Apply.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
Note: To clear filters, click the filtericon. Then select Clear All.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
- Locate the assignment alert that you want to edit. Then click, Edit.
- Edit the assignment alert.
- Subject. Enter the subject of the assignment alert.
- Alert Content. Enter the information to be sent in the assignment alert.
Note: You cannot add dynamic tokens when editing a draft assignment alert. - Program Delivery. Select whether the message is programd for delivery.
- Move the toggle for 'Schedule Delivery' to the ON position to program the assignment alert. Then enter the date and time for the programd assignment alert to be sent.
OR - Leave the toggle for 'Schedule Delivery' in the OFF position keep the assignment alert as a draft.
- Move the toggle for 'Schedule Delivery' to the ON position to program the assignment alert. Then enter the date and time for the programd assignment alert to be sent.
- Recipients. Select who will receive the assignment alert.
- Click the remove
icon to remove a recipient.
- Click Add Recipients to add recipients, then select a recipient.
- Click the remove
- Click Save.
Delete Draft Assignment Alerts
- Navigate to the Company level Workforce Planning tool.
- Click Communications and select Alerts.
- Select Drafts from the drop-down menu.
- Optional: To search for an assignment alert, enter the person's name who is receiving the alert in the Search Recipients box. Then click the magnifying glass icon or press the enter/return key on your keyboard to initiate your search.
- Optional: To filter assignment alerts, click the filter
icon. Select your filters, then click Apply.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
Note: To clear filters, click the filtericon. Then select Clear All.
- For Projects. Select the project from the drop-down list to see assignment alerts sent for that project.
- Locate the draft that you want to delete. Then click, Delete.