Notification Rules | Targetprocess - Visual management software

Notification Rules

We know how important communication is for every project at every company. Being notified about events that matter to you in a timely and convenient manner is a necessity. We already have some legacy email-based notifications, but we know from both your feedback and our own experience that there is room for improvement

We are working on a new way to handle notifications, we call them Notifications Rules, they will provide more flexible conditions for notifications (no more spamming all project members!) and support more ways of letting you know something important happened through new options like in-app notifications or slack messages. The functionality that is ready so far is pretty close to the legacy notification options, but we wanted to share it with you so that we can improve it based on your feedback.

Notification rules allow you to keep track of changes to Targetprocess entities by configuring and sending email notifications.  In the current version, only administrators of an instance can set up notifications for any other Targetprocess user.

Here you can define who will receive email notifications and what changes will trigger them.

Let's have a look at a simple example below. Whenever a User Story in Project 'Mobile' makes it to the state 'Planned' we would like to notify all the members of the Teams assigned to this User Story.

Notification-rules

How It Works

The overall logic is based on Projects. You can create any number of notification rules that make sense for as many of the projects existing in the instance as you want. Each of these rules defines when, whom, and where to send the email notification to.

Set up notifications in just two steps:

  1. Create a set of rules for specific Projects
  2. Create notification rules inside these sets

Let's get deeper into these steps.

Create a Set of Rules

Go to Settings -> Notification rules page.

For example, you want to create rules for the ‘Mobile’ project.

Click on ‘Add a new set of rules’ button and select ‘Mobile’ project in the appeared 'Projects’ dropdown list. Then press ‘Next’.

You will see an empty container named ‘New set of rules’ claiming that There are no rules set for selected Projects.

Add-set

You may want to update the list of selected Projects. For this, put the mouse over the Project name and click to edit.

You can do the same for the set's name.

Change-set

Create a Notification Rule

As soon as you successfully create set of rules, let's go ahead and add notification rules.
Click on the ‘+ Add notification rule’ link to add the rules.
You will see three blocks: Action, Recipients, and Channel. The Actions selector is expanded by default.

Fill in Action, Entity types, and Recipients. And voila, the rule is successfully created!

Add-rule

 

Rules work for entities and people assigned to Projects selected for the Set of Rules.

If Action, Entity type, or Recipient is empty the rule will not work.

Let’s have a closer look at the 3 blocks below:

Action Block

Contains a list of actions that will trigger a notification(will be widen in future):

  • Added: an entity is created in selected Projects
  • State changed: an entity changed its state. You can also specify the state in which entity should appear to trigger a notification.
  • User assigned: a person is assigned to an entity. If you select Project as entity type, then it's the user who assigned as project member.
  • Comment added: a comment is created in an entity
  • Attachment added: a file is attached to the entity

Entity Types Selector

Enumerates entity types. We now support seven types. We will work on increasing this list:

  • User Story
  • Bug
  • Task
  • Request
  • Feature
  • Epic
  • Project

Recipients Block

Specifies a group of people who will receive notifications

    • Project Members: all people from the selected Projects in specific roles
The Project roles selector contains roles in which users are assigned to selected Projects. So if only QA and Developer users are working on the selected Projects then you'll see only these roles
    • Assigned Users: all people assigned to the selected entity types in specific roles
User(s) are assigned to an entity under some role. This role is considered by the rule.
    • Newly Assigned Users: means only the latest assigned user with a specific role. Available for 'User Assigned' action only.
It’s useful when you don’t want to send notifications about 'User assigned' to all of the previously assigned people but only to the user that was just assigned.
  • Assigned teams: all the people from the teams assigned to entity
  • Owners: the person that is the owner of an entity
  • Requesters: all the people assigned as Requester. The option is available for Request entity type only.
Actions, Entity types and Recipients fields depend on each other. Actions selector acts as the main field while Entity type and Recipients lists depend on it.

Channels and Frequency Block

Specify where to send the notifications and how often to generate them.  Currently, this selector is disabled and contains ‘Email’ only. Later, we'll add support for more channels.

You can't customize frequency currently.  It's locked at 5-25 minutes.

Let's see how we group notifications:

  • After a change marked in rule happens for user, we wait for 5 minutes
  • If any other change occurs for this user we wait for additional 5 minutes
  • We repeat it until no new changes happen for the user in 5 minute intervals or if 25 minutes elapses since the first notification
  • Then we group all the notifications and send via one email

Receive Email Notification

Let's test the added rule to confirm that it works.

When the action specified in the notification rule occurs then an email will be sent and it will look like this:
notifications_email

Delete Notification Rule or Set of Rules

You can delete a notification rule by clicking the  ‘...’ menu that appears at the end of the corresponding rule. Hover over the rule and click the 'Delete' menu item.

The same goes for a set of rules. By deleting set of rules all the rules included in it will be deleted.
Delete-set

Questions

    • How can I migrate Process-based notifications into new ones?
    • We don’t cover all the cases from notifications configured via process settings for now. That’s why we ask you to set this up manually it is currently possible:
      - Create a rule from the Notification Rules interface.
      - Make sure that you receive the correct email.
      - Delete the original rule in Process notifications.
If you create notifications using the new Notification Rules interface and leave the same notifications in Process setup - you'll receive duplicate emails.
  • How do I disable notifications?
  • Currently, we do not have the option to disable all notifications so the only way to stop receiving them is to delete them.

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