Automatic project notifications
XTM provides a large number of automated notifications based on event and user roles. These can be especially useful for Project Managers and linguists.
Tip
While all notifications are enabled by default, these are configurable at the system level. To add notification types please speak with your XTM point of contact.
Tip
Due date notifications are described here in more detail.
Notifications are sent to one or all of the following roles based on the type of notification as seen in the table that follows:
To the assigned Project Manager of the project.
Any Project Watchers assigned to projects created for the project customer.
Important
If no Project Manager is assigned to the customer level, all applicable Project Managers will receive the notification.
Linguists.
Email notifications
XTM sends out emails when certain events happen in the system particularly in relation to project progress. Below, there is a list of the events and people to whom the emails are sent.
ROLE OF RECIPIENT | |||||||
|---|---|---|---|---|---|---|---|
EVENT | All users | Project Manager | PM - Customers and Projects | PM - Create and view | Customer Project Manager | Linguist | Project watcher |
New user created |
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New project created (analysis finished) |
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If creator |
If creator |
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New task allocated and started |
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Task deactivated |
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Task finished * |
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Task declined * |
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Task declined when a user is deleted |
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Task re-opened |
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Task reassigned |
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Task deleted |
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Password Reminder |
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Project due dates |
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Workflow due dates |
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Group task allocated |
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Group task accepted |
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Group task rejected after accepting |
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Allocation order group task rejected by linguist |
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to next linguist |
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Project finished to PM |
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Last linguist task changed |
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Project confirmed |
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Events marked with a * mean that the email is sent after an action by the linguist and are only sent for active tasks.
Emails are not sent to the person making the change thus if a project manager assigns a translator the PM will not receive an email about this.
If there is no PM allocated to the project emails will be sent to all PMs in the system.
RECIPIENT | |||
|---|---|---|---|
EVENT | Company | Freelancer | |
Registration |
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| |
Job published |
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| Only if the Send me emails about suitable jobs is selected. |
Job updated |
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| |
Added as a user |
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| |
Added as a subcontractor |
| ||
RECIPIENT | |
|---|---|
EVENT | Subcontractor Project Manager |
Contractor assigns project to Subcontractor |
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Contractor starts project |
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Contractor updates project |
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Contractor deletes project |
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Apart from the emails above, XTM Portal also sends out the following additional emails:
RECIPIENT | ||
|---|---|---|
EVENT | LSP Project Manager | Customer project manager |
Customer contact request |
| |
Customer project manager registered |
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Payment processed |
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Payment page accessed |
| |
Scenario:
I work on a team of Project Managers. While I do run my own projects, it is not uncommon for another Project Manager on my team to step in if an urgent issue comes up with a project that I am not able to immediately address, or a project is ready to be delivered to a client.
Because of this, I need them to receive alerts for certain events that may happen in my projects.
Solution:
To do this, I add in the other Project Managers on my team to my projects as Project Watchers.
This works well, but they are also now receiving all project alerts including mundane alerts that don't require urgent attention, which has caused them to be inundated with unnecessary alerts.
To solve this, I have our Project Watcher alerts modified so they only receive alerts for when a task is declined or finished so that they can take the action to reassign the task or deliver it to the client without any time being lost.
Tip
Speak with your XTM point of contact in order to make this happen.