Send Weekly Project, Resource and Program Lookaheads Emails

Objective

To send program emails to your project stakeholders.

Things to Consider

• Required User Permissions:
  • 'Admin' permissions on the project's Program tool.
    Note: To view or edit information on the Permissions Table page for the Program tool, 'Admin' permission to the project's Directory tool is also required.
• Requirements:
  • To send a weekly email, Program notification settings must be enabled the project's Directory tool, see Configure Program Notification Emails.
• Additional Information:
  • Emails will NOT be sent automatically if there are no to-do items or tasks for the given time period or if tasks are 100% complete. However, emails will still be sent if Send Now is clicked.

Steps

1. Navigate to the project's Program tool.
2. Click the Configure Settings  icon.
3. Click Email Distribution.
4. Choose from these options:
   • To send the Weekly Project Program:
     1. Click the toggle  to the ON position to send weekly emails to specified users showing all upcoming tasks on the project program. 
     2. Set when the emails will be sent, and how many weeks will show in the email.
     3. When you're done setting this information, navigate to the User Permissions page.
     4. Select which users will receive emails under the Email Permissions column. 
        Note: If a weekly project program email is sent via Email Distribution and a user has the weekly project program email enabled, the user will receive an email of the program for the number of weeks shown in the email settings.
     5. Click Save.
     6. If you would like to send a weekly project program immediately, follow the steps below.
        1. Navigate back to the Email Distribution page.
        2. Click Send Now.
   • To send the Weekly Resource Program:
     1. Click the toggle  to the ON position to send weekly emails to specified users showing all upcoming tasks on the project program. 
     2. Set when the emails will be sent, and how many weeks will show in the email.
     3. When you're done setting this information, navigate to the User Permissions page.
     4. Select which users will receive emails under the Email Permissions column. 
        Note: If a resource email is sent via Email Distribution and a users resource is assigned to a program activity that is in that timeframe, the Resource email will be sent to that individual user.
     5. Click Save.
     6. If you would like to send a weekly resource Program immediately, follow the steps below.
        1. Navigate back to the Email Distribution page.
        2. Click Send Now.
   • To send Weekly Lookahead Email
     1. Click the toggle  to the ON position to send weekly emails to specified users showing all upcoming tasks on the lookahead program. 
     2. Set when the emails will be sent.
     3. When you're done setting this information, navigate to the Email Distribution column.
     4. Select which users will receive emails under the Email Permissions column. 
        Note: If a Lookahead email is sent via Email Distribution and a user's resource, company or the individual is assigned to a Lookahead program activity in the most recent Lookahead, the Lookahead email will be sent to that individual user.
     5. Click Save.
     6. If you would like to send a Lookahead Email immediately, follow the steps below.
        1. Navigate back to the Email Distribution page.
        2. Click Send Now.

See Also

• View a Project Program
• Disable Weekly Project and Resource Program Emails