WorkflowMax uses notifications as a way of informing selected people when certain job-related events occur. When one of these events occurs, staff assigned to the job A job is the overall project that you or your organisation works on for a client. , team members or client contacts can be notified by email, on-screen alerts or RSS feeds.
WorkflowMax will not notify you of an action that you yourself have initiated.
When notifications are processed
Action-related notifications (including job state changes and actual time meets/approaches/exceeds estimated time) are processed immediately, so the notification is delivered within a few minutes, subject to factors such as system load and internet traffic.
Date-related notifications (including lead activity due, milestone due, job or job task due) are processed overnight so that the notification is delivered in time for the due date.
- Default notifications
There are a number of standard or default notification rules that are triggered by events such as:
- Assigned to job – you (or one of the other notification contacts) will be notified when assigned to a job
- New job cost/document/note – a new cost, document or note has been added to a job that you are assigned to
- New job task – a new task has been added to a job that you are assigned to
- Milestone completion – a milestone has been reached on a job that you are assigned to
- Task completion – a task has been completed on a job that you are assigned to.
- Custom notifications
You can create additional or custom notification rules if you wish to extend the scope of the default notifications. Here are some examples.
Notification Type For example, you might set a notification to trigger... Adhoc Time exceeds permitted time when the amount of time added to an ad hoc job exceeds a set number of hours. This feature is available only with Workflowmax Premium. Job – estimated vs actual time when actual time reaches 80% of estimated time. You (or other notification contacts assigned to the job) will then be notified when 8 hours (out of an estimated 10 hours in total) have been worked on the job. Job state change whenever the job state changes, or perhaps when it changes to a specific job state, such as Completed. Job task – estimated vs actual time as for Job – estimated vs actual time, above, but for individual tasks. Job/task due date seven days before the job/task due date so that you can check that work is nearly completed. Milestones five days before the milestone is due, so that you are aware of milestones that are due this week. New Adhoc Time when a new ad hoc job is created. This feature is available only with Workflowmax Premium. New job when a new any job is started, or perhaps when a job is started for a specific client.