Noting Changes in Consumption

NetPoint has the capability to send email notifications to designated users regarding changes in resource consumption. These [anchor]notifications[/anchor] may be sent using HTML (recommended) or in TEXT (provided to allow reading on devices which do not support HTML formatting).

Defining Email Recipients

Before this feature can be used, a list of potential recipients must be created. For each recipient, a full name, email address, and email format must be specified.

To define email recipients, click [menu_path]Tools > Manage Notification Recipients…[/menu_path] from the menu bar. The[window_name] Project Members [/window_name]window opens.

resource recipients dialog

Click the [icon_cmd]New…[/icon_cmd] button.

The [window_name]Recipient Info[/window_name] window opens with the following fields.

add a new recipent

Name

Enter a person in the [window_name]Name[/window_name] field. This field is required.

Email Address

NetPoint will only check for a valid format. As a result, be sure to enter the [window_name]Email Address[/window_name] correctly.

Email Format

This field determines the format of the email message sent. [window_name]HTML[/window_name] is the recommended format. [window_name]Text[/window_name] should only be used when the email client does not support HTML. Choosing [window_name]Both[/window_name] creates a message containing both formats, and allows the email client to determine which format should be displayed.

Text Format

sample email text format

HTML Format

sample email html format

Finalizing Recipients

After entering in the fields, click the [icon_cmd]Add[/icon_cmd] button. The new recipient will be added to the [window_name]Project Members [/window_name]window and the [window_name]Recipient Info [/window_name]window will reset.

Additional recipients may be defined consecutively by repeating the steps above. When finished, click the [icon_cmd]Exit[/icon_cmd] icon to close the [window_name]Recipient Info[/window_name] window.

NOTE: The [icon_cmd]Add[/icon_cmd] button must be clicked each time to define a recipient before clicking the [icon_cmd]Exit[/icon_cmd] icon . Otherwise, the recipient will not be saved to the List.

Modifying and Deleting Recipients

To modify a recipient that has already been defined, click [menu_path]Tools > Manage Notification Recipients…[/menu_path] from the menu bar. The [window_name]Project Members [/window_name]window opens.

Select a recipient from the list of [window_name]Existing Recipients[/window_name]. At this point, the[icon_cmd] Modify…[/icon_cmd] and [icon_cmd]Delete[/icon_cmd] buttons become enabled.

modify recipients dialog

Click the [icon_cmd]Modify…[/icon_cmd] button.

The [window_name]Recipient Info [/window_name]window opens, showing the several info fields filled in accordingly.

After making any changes, click the [icon_cmd]Update[/icon_cmd] button and the [window_name]Recipient Info [/window_name]window will reset.

Click the [icon_cmd]Exit[/icon_cmd] icon to close the [window_name]Recipient Info[/window_name] window.

NOTE: The [icon_cmd]Update[/icon_cmd] button must be clicked before clicking the [icon_cmd]Exit[/icon_cmd] icon . Otherwise, the change will not be saved.

To delete any recipient, open the [window_name]Project Members[/window_name] window, select a recipient from the list o[window_name]f Existing Recipients[/window_name], and click the [icon_cmd]Delete[/icon_cmd] button. Click the [icon_cmd]Exit[/icon_cmd] icon to close the [window_name]Project Members[/window_name] window.

Assigning Resources to Recipients

Assigning resources to recipients is a way to designate an individual recipient responsible for tracking its usage.

To assign resources to individual recipients, click[menu_path] Tools > Manage Notification Recipients…[/menu_path] from the menu bar. The[window_name] Project Members[/window_name] window opens.

Select a recipient and click the[icon_cmd] Assign…[/icon_cmd] button. The [window_name]Assign Resources to Recipients[/window_name] window opens.

assign recipients

All existing resources will be listed, grouped by resource category, even if they haven’t been assigned to any activities yet. Resource categories may be minimized by clicking their title. Any resources already assigned to the selected recipient will contain a check.

To assign or unassign resources, check or uncheck their boxes respectively.

When finished, click [icon_cmd]Save[/icon_cmd] to save and close the window.

Notifying Recipients

To generate and email resource notifications, click [menu_path]Tools > Generate Resource Change emails…[/menu_path] from the menu bar. The [window_name]Send Notification Emails[/window_name] window opens.

notify recipients

The name and email of the sender will be filled in by default.  They may be changed, if desired.

When finished, click [icon_cmd]Send[/icon_cmd]. All recipients assigned resources will get an email.

The email notifications will show ALL resources assigned to the recipient and their corresponding activities with the following status options:

No change

There have been no changes since the last email.

Added

Something has been added since the last email. For example:

  • A new resource was assigned to the recipient
  • A new activity was assigned a resource which the recipient is responsible for
Deleted

Something has been removed since the last email. For example:

  • A resource was unassigned from the recipient
  • An activity was unassigned a resource for which the recipient is responsible
  • A resource assigned to the recipient was deleted
  • An activity was deleted which was assigned a resource for which the recipient was responsible
Changed

Something has changed since the last email. For example:

  • An activity has been changed (e.g. its start date, finish date, or duration) which was assigned a resource for which the recipient is responsible
  • An activity’s assignment has changed (e.g. the quantity or distribution) for a resource which the recipient is responsible