Get email reminders about your work in Project Web App

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Email notifications in Project Web App can help you stay on top of what's coming, when things are due, and what's on your plate. Some notifications are set up by your manager, and other notifications are available for you to set up for yourself:

Set up your personal notifications

With Project Web App, you can decide which notifications you really need. To choose which notifications you want, click Settings Settings (Gear icon) > PWA Settings > Manage My Alerts and Reminders.

Note: Don't see this option? Your administrator needs to turn on notifications before you'll be able to manage which ones Project Web App sends.

Here's the deal...

Choose this!

Calendar

I just want to know if I miss a deadline.   

I want to know when:

  • A task I'm assigned to is overdue. Under Tasks, choose Send me a reminder when my tasks are overdue.

  • A status report is overdue. Under Status Reports, choose Send me a reminder when my status reports are overdue.

With both of these reminders, you can choose to wait a little while before Project Web App sends you email, and you can also choose to keep receiving reminders at regular intervals until the task is done or the status report is submitted.

Calendar

I want a heads-up when a date is coming soon.   

I want to know when:

  • A task I'm assigned to is starting soon. Under Tasks, choose Send me a reminder before my tasks start.

  • A task is due soon. Under Tasks, choose Send me a reminder before my tasks are due.

  • A status report is due soon. Under Status Reports, choose Send me a reminder before my status reports are due.

With each of these reminders, you can choose how far ahead of time you want to receive the notification email.

Calendar

I need constant reminders to keep me on track.   

I want to know when:

  • A task I'm assigned to isn't done yet. Under Tasks, choose Send me a reminder about my incomplete tasks.

  • A status report isn't submitted yet. Under Status Reports, choose Send me a reminder until my status reports have been submitted or they become overdue.

When you want this kind of detail, you should really plan out how often you realistically want email.

For example, you might want:

  • A one-week heads-up on task start dates.

  • Task due date reminders every other day, starting a week before the task is due.

  • Overdue notices every day, starting 3 days after the task is due.

  • Reminders every week of all tasks that are incomplete.

Project Web App does try to combine notifications into a single email, so your Inbox won't really be flooded with reminders, but you may get something every day, depending on how many tasks you have on your plate. Especially because your project manager or resource manager may also have some reminders they've asked Project Web App to send, as well. Spend some time really thinking about what notifications would be the most helpful to you, and if you find that you're just getting too much mail from Project Web App, you can fine-tune it later.

Calendar

There are a few other reminders you might want.   

I want to know when:

  • I get assigned to a task. Under Tasks, choose I receive a new task assignment in my projects.

  • A task I'm assigned to is changed. Under Tasks, choose My project tasks are modified.

  • My project manager asks for a status report. Under Status Reports, choose I receive a new status report request.

  • Something I asked Project Online to do has failed. Under Queue Job Failures, choose Any of my Queue Jobs fails.

Note: What about timesheets? Reminders about timesheets are set up by your manager for a group of resources or for your project team.

Managers: Set up notifications about your team

Project managers, resource managers, and portfolio managers have an additional set of personal notifications available to them, to keep them on top of what's going on within their teams. If you're a manager, you can choose which notifications you want to receive by clicking Settings Settings (Gear icon) > PWA Settings > Manage My Resources' Alerts and Reminders.

Note: Don't see this option? Your administrator needs to turn on notifications before you'll be able to manage which ones Project Web App sends.

I want to know when:

  • Someone adds a new task or assignment. Under My Team Members' Tasks, choose Submit New Tasks and Assignments.

  • Someone gives as task to, or takes a task from, someone else. Under My Team Members' Tasks, choose Reassign Tasks.

  • Someone changes a task. Under My Team Members' Tasks, choose Update Tasks.

  • Someone submits a status report. Under My Resources' Status Reports, choose Submit a status report.

Managers: Set up reminders for your team

As a project manager, resource manager, or portfolio manager, you can decide which notifications your team needs. To choose which notifications you want Project Web App to send to your team members, click Settings Settings (Gear icon) > PWA Settings > Manage My Resources' Alerts and Reminders.

Note: Don't see this option? Your administrator needs to turn on notifications before you'll be able to manage which ones Project Web App sends.

Here's the deal...

Choose this!

Calendar

I just want to remind my team if they miss a deadline.   

I want to remind myself and/or my team when:

  • A task is overdue. Under My Team Members' Tasks, choose Send a reminder when my team members' tasks are overdue.

  • A status report is overdue. Under My Resources' Status Reports, choose Send a reminder when my resources' status reports are overdue.

With both of these reminders, you can choose to wait a little while before Project Web App sends the email, and you can also choose to keep sending reminders at regular intervals until the task is done or the status report is submitted.

Calendar

I want to give my team a heads-up when a date is coming soon.   

I want to remind myself and/or my team when:

  • A task is due soon. Under My Team Members' Tasks, choose Send a reminder before my team members' tasks are due.

  • A status report is due soon. Under My Resources' Status Reports, choose Send a reminder before my resources' status reports are due.

With each of these reminders, you can choose how far ahead of time you want to receive the notification email.

Calendar

I need to help my team members remember to fill out timesheets.   

I want to remind myself and/or my team when:

  • Nobody has reported work on an in-progress task. Under My Team Members' Tasks, choose Send a reminder when my team members' task has been in progress but has no actual work.

With this reminder, you can choose to wait a little while before Project Web App sends the notification email.

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