Phoenix Connect will allow you to set up automatic email Notifications on Activities and Tasks in Openings.
Step 1. Determine which Activities to enable automatic notifications
- Check the Notify box on the Activity Name(s) in the Activities master list.
- Enter in how often (in days) you want to send follow up Notification emails
Step 2. Determine which Tasks to enable automatic notifications
- Check the Notify box on the Task Name(s) in the Tasks master list.
- Enter in how often (in days) you want to send follow up Notification emails
What will happen and when?
- The first email will be sent when the Activity (or Task) Status = 'Plan' and the Target date has passed
- Subsequent emails will be sent every xx Days as defined by Notify Days
- Emails are sent at approximately 11pm
- One email will be sent to each Contact for Activities.
- One email will be sent to each Contact for Tasks (Example: John is responsible for 3 Activities and 2 Tasks that are overdue. He would receive 1 email for the Activities and 1 email for the Tasks)
- Each time an email is sent, Phoenix will update the Last Notified date on those records.
How to stop Notifications?
- When the Status of an Activity or Task is changed (no longer 'Plan"), notifications stop
- Uncheck the Notify box on the Activity or Task in the Master List
- Check the Pause Notifications on a specific Contact
Additional Requirements:
- Contacts must be entered with a valid email address - See Article: Data Entry Tools - Contacts
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A Contact must be assigned to the Responsible field on the Activity or Task records
* Data Entry Tip: Use the Reporting - All Activities & All Tasks pages for quick data entry of the Responsible field.