NetPoint has the capability to send email notifications to designated users regarding changes in resource consumption. These notifications 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 Tools > Manage Notification Recipients… from the menu bar. The Project Members window opens.

Click the New… button.

The Recipient Info window opens with the following fields.

Name

Enter a person in the Name field. This field is required.

Email Address

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

Email Format

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

Text Format

HTML Format

Finalizing Recipients

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

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

NOTE: The Add button must be clicked each time to define a recipient before clicking the Exit 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 Tools > Manage Notification Recipients… from the menu bar. The Project Members window opens.

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

Click the Modify… button.

The Recipient Info window opens, showing the several info fields filled in accordingly.

After making any changes, click the Update button and the Recipient Info window will reset.

Click the Exit icon to close the Recipient Info window.

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

To delete any recipient, open the Project Members window, select a recipient from the list of Existing Recipients, and click the Delete button. Click the Exit icon to close the Project Members 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 Tools > Manage Notification Recipients… from the menu bar. TheProject Members window opens.

Select a recipient and click the Assign… button. The Assign Resources to Recipients window opens.

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 Save to save and close the window.

Notifying Recipients

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

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

When finished, click Send. 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