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Using Email Notifications

Users may select to enable email notifications to help manage their work in PensionPro. Team and Business Tier users can now elect to receive email notifications from PensionPro when Proposals, Prospects, Tasks or To-do's are created activated or reassigned to them, alerting those users to check their Dashboard for updates.

The article below will walk users through how to turn on Email Notifications, Enable individual Email Notification Preferences and view the email formats they should expect to see.

  Note: Tabs and fields will vary depending on the tier the user is on.

Tier Availability: Team, Business

Security Rights Required: Maintenance

Menu:

 

Turn On Email Notifications

The Email Notification preferences are controlled within the Maintenance > Preferences section of PensionPro. Users can enable the Email Notification Preferences globally or by user. Maintaining PensionPro Preferences has more information. The Email Notifications Preference must be enabled before users can select which particular notifications they will receive emails for.

To Enable Email Notifications

  1. From the Applications Menu, click Maintenance > Preferences > PensionPro.
  2. From the General tab, select "Notifications" from the Preference Type dropdown menu.
  3. Click the Edit button to the right of the Notifications grid. An Edit Preferences Slider will appear.
  4. Select "Yes" from the Enable Email Notifications dropdown menu.
    • Users can select if they want to enable individual user control of email notifications.
      • If Enable User Control is marked "Yes" the remaining email notification switches will read "Controlled by User."
    • Users can select which notifications they want to enable firm-wide.
  5. Click Save.


Updating Individual Email Notification Preferences

Email Notification Preferences can be established firm-wide or allow users to select their own. The Email Notifications preference must be enabled before users can update individual preferences on a firm-wide or individual basis. Click here for more information.

Option 1: Updating Email Notification Preferences Firm-Wide

  1. From the Applications Menu, click Maintenance > Preferences > PensionPro.
  2. From the General tab, select "Notifications" from the Preference Type dropdown menu.
  3. Click the Edit button to the right of the Notifications grid. An Edit Preferences Slider will appear.
  4. Select "Yes" from the Enable Email Notifications dropdown menu.
  5. Select "No" from the Enable User Control dropdown menu.
  6. Select "Yes" from any applicable Email Notification dropdown to which users should have an email notification sent for.
  7. Click Save.

Option 2: Updating Email Notification Preferences with User Control

  1. From the Applications Menu, click Maintenance > Preferences > PensionPro.
  2. From the General tab, select "Notifications" from the Preference Type dropdown menu.
  3. Click the Edit button to the right of the Notifications grid. An Edit Preferences Slider will appear.
  4. Select "Yes" from the Enable Email Notifications dropdown menu.
  5. Select "Yes" from the Enable User Control dropdown menu.
  6. Click Save.
    • If Enable User Control is marked "Yes" the remaining email notification switches will read "Controlled by User."

Each user may then set up their own Email Notification Preferences on their Employee Details > Preferences tab. Once the Enable User Control preference is set to "Yes" each user can set up their own Email Notification Preferences with the steps below. 

Option 2 Continued: Updating User Preferences

Each user can only view and change their Email Notification User Preferences on their Employee Details > Preferences tab. Click here for more information.

  1. From the Application Menu, click Application > Account.
  2. Click on the Preferences tab.
    • The Preferences tab will only appear if the Enable Email Notifications preference was set to "Yes" in the PensionPro Preferences > Notifications menu.
  3. Click the Edit button to the right of the Preferences Grid.
    • If Enable User Control is marked "No" in the Maintenance > Preferences > Notifications tab, the remaining email notification switches will read "Controlled by Firm" and will NOT be able to be edited.
  4. Select "Yes" from the Email Notifications dropdown menu.
    • If "No" is selected, the user will not receive any email notifications for the reason below.
  5. Select "Yes" from any applicable Email Notification dropdown to which the user would like to have an email notification sent for.
    • If "No" is selected, the user will not receive any email notifications for the action selected.
  6. Click Save.

Email Notifications

Email notifications can be enabled for the actions listed below. Email notifications will be sent to the PensionPro user regarding changes to their dashboards based on application preferences set by the firm or user. Individual users will not receive email notifications for items if the recipient is the same as the initiator of the action.

  • Multiple Projects Creation
    • The user will receive a notification when multiple projects have been launched via the power tool and the first task has been activated
  • New Tasks Assigned
    • When multiple Tasks are assigned through a power tool, sends one email per user that was assigned Tasks to alert them that they should check their dashboard
    • When a prior Task is completed and subsequent Task is activated, sends one email to the user assigned to the newly activated Task to alert them that they should check their dashboard
  • Reassigned Tasks
    • When multiple Tasks are unassigned through a power tool, sends one email per user that was assigned tasks to alert them that they should check their dashboard
    • When a single Task is reassigned to a new user, sends one email to that user
  • SalesPitch Items
    • When a Proposal or Prospect is created or reassigned to another user, sends one email per user to alert them that they should check their dashboard
  • To-Dos Assigned
    • When multiple To-Dos are assigned through a power tool, sends one email per user that was assigned tasks to alert them that they should check their dashboard
    • When a single To-Do is assigned or reassigned to a user, sends one email per user that was assigned the To-Do to alert them that they should check their dashboard
  • Unassigned Task in a Worktray
    • When a Task is made unassigned but is still assigned to a Team/Worktray, sends one email per user that is a Team Member or Team Leader on the Team/Worktray to alert them that they should check their dashboard
    • When a Task is assigned from one Team/Worktray to another, sends one email per user that is a Team Member or Team Leader on the Team/Worktray to alert them that they should check their dashboard
    • When a Task assigned to a Team/Worktray is made active, sends one email per user that is a Team Member or Team Leader on the Team/Worktray to alert them that they should check their dashboard  


Types Email Notifications and Formats

Depending on which email notifications were selected, users will receive an email from PensionPro once that action occurs. All emails will appear to come from no-reply@pensionpro.com. Users will not receive email notifications if they were the user that initiated the action.

Below is a list of email formats users can expect to see if they chose to receive email notifications for a certain action.

 

  • Proposal Created
    • Subject: The Proposal "<<Proposal Name>>" was created
    • Body
      • Assigned by <<Assigned by Name>>

 

  • Proposal Reassigned
    • Subject:The Proposal "<<Proposal Name>>" was reassigned
    • Body
      • Assigned by <<Assigned by Name>>

 

  • Prospect Created
    • Subject: The Prospect "<<Prospect Name>>" was created
    • Body
      • Assigned by <<Assigned by Name>>

 

  • Prospect Reassigned
    • Subject:The Prospect "<<Prospect Name>>" was reassigned
    • Body
      • Assigned by <<Assigned by Name>>

 

  • Multiple Tasks Activated
    • Subject: Multiple Tasks were activated
    • Body:
      • Newly launched projects added <<Task Count>> to your Dashboard
      • Launched by:    <<Created from Name>>

 

  • Multiple Tasks Reassigned
    • Subject: Multiple Tasks were reassigned to your Dashboard
    • Body:
      • <<Task Count>> Tasks were reassigned to your Dashboard
      • Assigned by: <<Assigned from Name>>

 

  • Multiple To-Dos were Created
    • Subject: Multiple To-Do’s were added to your Dashboard
    • Body:
      • <<To-Do’s Count>> Multiple To-Do’s were added
      •  Assigned by:    <<Assigned from Name>>

 

  • Single Task Activated
    • Subject: A Task was added to your Dashboard
    • Body
      • <<Task Name>> was activated
      • Plan Name: <<Plan Name>>
      • Project Name: <<Project Name>>
      • Period End:<<Period End>> (mm/dd/yyyy format)
      • Description: <<Project Description>> 

 

  • Single Task Reassigned
    • Subject: A Task was reassigned to your Dashboard
    • Body:
      • Task <<Task Name>> was reassigned
      • Plan Name: <<Plan Name>>
      • Project Name: <<Project Name>>
      • Description: <<Description>>
      • Period End: <<Period End>> mm/dd/yyyy
      • Assigned by: <<Assigned from Name>>

 

  • Single To-Do Assigned or Reassigned
    • Subject: A To-Do was added to your Dashboard
    • Body:
      • To-Do Name: <<To-Do Name>> was assigned
      • Assigned by: <<Assigned from Name>>

 

  • Single Worktray Task made Unassigned but still Assigned to a Worktray
    • Subject: Task Name: "<<Task Name>>" was reassigned
    • Body:
      • Plan Name: <<Plan Name>>
      • Project Name: <<Project Name>>
      • Period End: <<Period End> mm/dd/yyyy
      • Worktray: <<Worktray Name>>
      • Assigned by: <<Assigned from Name>>

 

  • Single Worktray Task made Active
    • Subject: Task Name: "<<Task Name>>" was activated
    • Body:
      • Plan Name: <<Plan Name>>
      • Project Name: <<Project Name>>
      • Period End: <<Period End> mm/dd/yyyy
      • Worktray: <<Worktray Name>>

 

  • Single Worktray Task Reassigned to another Worktray
    • Subject: Task Name: "<<Task Name>>" was reassigned
    • Body:
      • Plan Name: <<Plan Name>>
      • Project Name: <<Project Name>>
      • Period End: <<Period End> mm/dd/yyyy
      • Worktray: <<Worktray Name Assigned To>>
      • Assigned by: <<Assigned from Name>>

Frequently Asked Questions

  • Is there an Interaction created for each email notification? These email notifications do not create an Interaction. 
  • Is there a way to reformat the email notification formats? Not at this time.
  • If I override a task, is a notification email still sent, notifying the assigned employee that the task was activated? Provided the user initiating the override is not the same person assigned the following task, the assigned task user will still get the New Task Assigned email notification.
  • If I return a task, is a notification email still sent, notifying the assigned employee that the task was activated? Provided the user initiating the return is not the same person assigned the following task, the assigned task user will still get the New Task Assigned email notification.
  • I used a power tool to launch a single project, which email format will the assigned user get? The recipient will receive a Multiple Projects Creation email notification, but the project count will display as "1" project created.

 

 

 

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Comments

  • Avatar
    Adam Chrestenson

    Can this be limited to specific projects, tasks, or worktrays or is it all or nothing?

  • Avatar
    Grant Adams

    Hello, Adam. The Email Notifications feature cannot be limited to function for a subset of specific Projects, Tasks, or Worktrays at this time.