Assignments & Alerts

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Assignments

Assignments can be created as routed assignments based on a defined workflow template, non-routed assignments or task assignments based on a Project Schedule. All assignment types can have multiple assignees for each state or task.

• Routed Assignments are linked to a defined workflow template that includes the different states or steps for the project from start to completion. Workflow templates are set up in Webvantage Maintenance/Project Management/Workflow. States in each workflow template can be assigned to single or multiple default assignees, or may be left blank.

• Non-routed assignments that do not include a defined workflow can be set up for specific assignments and include single or multiple assignees.

• Auto Routed Assignments are linked to a workflow template that has been pre-defined in Workflow maintenance as 'Auto Route'. Auto routed assignments simply move the assignment automatically when assignees have completed their portion of the assignments. When an assignment is linked to an auto routed assignment, both the assignment card face and the assignment page will indicate that it is an auto routing assignment.

• Task Assignments are generated from Project Schedule tasks and can include single or multiple assignees for each task.

Alerts

Standard Alerts are created for the general purpose of communicating and collaborating on various category types such as Action, Event, Discussion Topic, Issue and Review. At any level, Alerts may be sent with attachments and used to collectively communicate and collaborate on actions to be taken. All comments and decisions (such as Purchase Order Approvals) are retained with the Alert and the related level as an audit trail. Every recipient on the Alert, including the sender, is notified as comments are made.

Alerts can be generated from both the Advantage and Webvantage application. Certain types of alerts can be setup to automatically generate based on the process performed, such as create new job or modify a project schedule. System Generated Alerts are set in Advantage | Maintenance | Project Management - Alert Event Settings. Advantage alerts are viewed from the Job Jacket and must be job related. Webvantage alerts can be viewed and created from various applications throughout the system.  

Alerts and Assignments share many of the same features. The main differences are how Alerts and Assignments are routed and how they are used in other applications. Other key differences are:

• Assignments can be routed to staff members automatically, based on the state of the task or issue. Individual employees update the state of the Assignment (similar to a status) and it is then routed to the default employee for the new state.

• Assignments can be self-commenting. When an Assignment changes state, the new state, new employee assigned, date, time and information on who updated the Alert is added to the comment log automatically.  This is done in Webvantage Maintenance.

Below information for creating and viewing Alerts and Assignments apply only to Webvantage. Please view Advantage Help for information on creating Advantage Alerts.

Creating an Alert/Assignment

Alerts and Assignments can be created from multiple applications within Webvantage.

• From Assignments & Alerts Manager: Select the Desktop button from the Main Module. Select Alert Inbox from the menu to open the Assignments & Alerts Manager. Click on the New Alert or New Assignment button.

• From within applications:

• Create Alerts and Assignment directly from the following applications: Assignments & Alerts Manager (Desktop menu) and Campaign.

• Create Alerts and Assignments from the Print/Send option: Purchase Orders and Estimate (without a Job/Component).

• Use the Action Button when viewing Job/Component (when PMD is available) for sending Alerts, Assignments, Emails and Print: Creative Brief, Estimate,  Job Jacket, Job Specification, Job Version, Project Schedule and Project Schedule Task Details.

• Use the Unity Menu available by right clicking within the application (e.g. Estimates, Job Jacket, Project Schedule, Purchase Orders, etc.). The Unity Menu can be used to send Alerts, Assignments, Emails, select Print Options and Print.

From the Assignments & Alerts Manager, click the New Alert or New Assignment button. Select the Alert Level:

• Alert Level (Required) - Use the drop-down menu to select the level to which the Alert should be anchored. The options available are Office, Client, Division, Product, Campaign, Job and Job/Component. The appropriate field(s) will become available for selection based on the level selected.

• Office - Select the Office to which the Alert should be anchored.

• Client - Select the Client to which the Alert should be anchored.

• Division - Select the Division to which the Alert should be anchored.

• Product - Select the Product to which the Alert should be anchored.

• Campaign - Select the Campaign to which the Alert should be anchored.  Note that the campaigns that can be selected will be based upon the Client, Division, and/or Product entered above. If only a Client was entered, only those campaigns defined at the Client level will display. If only a client and Division were entered, only those campaigns defined at the Client level and Client/Division level will display. If a Client, Division, and Product were entered, Campaigns defined at the Client, Client/Division, and Client/Division/Product level will be available.

• Job - Select the Job to which the Alert should be anchored. This is at the Job level only, not the Job / Component level.

• Job/Component - Select the Job/Component to which the Alert should be anchored.

• Client Contacts - Click on the Client Contacts icon to view or add new contacts. Available only at the Job/Component level.

Create New Alert

Once the Alert Level is selected, select the recipients.

• Alert Recipients - If Job/Component was entered above, the alert group assigned to the job component will automatically default. If a Product and Job were entered, the system will first look for an alert group attached to the Job/Component. If none exists, the system will then look for an alert group attached at the Product level. If the system finds one, it will default here. If not, use the Select Recipients button to add a recipient.

• Use the Select button to select the recipients that should receive the Alert. Recipients can be selected by alert group for the Job/Component, Assigned Employees related to the Job/Component, or individually within the alert group.

• Alert recipients may be typed into the recipient area, using auto select feature without using the Select Recipients option.

• The Assigned Employee Alert Group consists of all employees in the Alert Group and any client contacts.

• If the Client, Division, Product or Job/Component level was selected Client Contacts will also be available for selection to receive the alert. When an Alert is sent to a Client Contact, the link to their Client Portal will be included in the email notification.

• The level in which the Contact was originally entered (through Client Contacts in Advantage) will determine at which level they will be available for selection here.

• Example: Annie Reid was defined for Client, Division, Product 'abc, abc, abc' and an alert was selected to be created at the Client level 'abc', Annie Reid would be available for selection. But if the alert was created at the Client, Division Product level of 'abc, abc, mmi' she would not be available for selection.

• Category - Select the Category of the Alert. The options available are Action, Discussion Topic, Event, Issue and Review. The meanings of each of these categories are user defined. For example, an Event category could be an Alert that is created notifying users about a meeting. An Action Alert could be sent out to Alert users they need to get their work in, and a Discussion Topic Alert could just be someone disseminating information about a specific job, etc.  

• Exclude attachment from Email - Check this checkbox if the attachment should not be included in the email notification that is sent with the alert. This is set in Advantage Maintenance.

• Priority - Alerts can be defined with a priority and are color coded based on priority: Red - Highest, Light Red - High, Grey - Normal, Blue - Low and Light Blue - Lowest.  

•  Use the drop-down to change the priority. A Priority can only be assigned to Webvantage Alerts.

• Start Date - Enter the start date of the Alert.

• Due Date - Enter a Date that the Alert is due. The Due Date is also included on the Email sent with the Alert.

• Time Due - Enter the time (of the Due Date) that the task must be completed by, containing up to 10 characters (alpha/numeric).

• Subject (Required) - Enter the subject of the Alert. This information will display on the Main Alerts window as well as in the Subject of the email.

• Description - Enter the Description of the Alert. For information on using the buttons on the Alert Editor, refer to the Alert Editor topic. Hyperlinks that are inserted in the Description and Comments cannot be accessed by double clicking on the link - use the Copy & Paste method into the address bar of the browser.

• Add Attachment/Link - Use this field to attach a document to the Alert. Documents can be added two ways.

• • Upload a Document - Use this option to attach a document to the Alert from an outside source (hard drive or network). Use the Select button to search for the file you want to attach. Multiple files can be selected at the same time, using the drag and drop method. To remove a file, click the check box to the left of the file that should be removed, and then use the Remove button. Document file size is set in Document Repository.

  • Link to an existing Webvantage document - For Assignments created at the Job or Job  / Component level, use this option to select a document from those documents that reside within the Webvantage Document Repository. Click the Refresh icon to display available documents. Multiple documents can be selected at the same time. For information on uploading documents to the repository, refer to the Documents topic. This option is only for Alerts and Assignments created at the Job or Job / Component levels.

To add additional documents or links, click on the Select button. To Delete a document or link, use the Remove button.

• Alerts and Assignments created at the Job and Job/Component level also have the opportunity to add the attachment to the Document Repository. All existing documents will be displayed in the Link an existing file section. Highlight the existing files to be included in Alert.

• Check the Upload to Document Manager check box to add the document to the Document Repository for ability to attach the document to other Alerts / Alert Assignments. Once selected, this setting will be saved for each user.

• Selecting files for upload - To view information on how to select files for upload, click the (help) icon.  

If the Cancel button is used within the Select Recipients window, all previous attached recipients will be removed. To remove the selections made, use the Clear button.

Send - Once all the required information is entered and documents are attached (if necessary), click the Send icon (envelope with arrow). The selected assignee / recipients will receive the Alert as well as an email. The originator of the alert will also receive an email notification upon new alert and when comments are added.

Save as Draft - To save the Alert as a Draft click the Save icon. All information added is saved in a Draft Alert. To access the Draft Alerts, select the Drafts view in the Assignments and Alerts Manager.

Create an Assignment

From Desktop - Click the New Assignment button

From Assignments & Alerts Manager -  Click on the New Assignment button.

Once the Assignment Level is selected and applicable fields filled in, complete the following:

• Details section

• Routed: Check if using a Workflow for the Assignment. When checked, Workflow fields display in the Assignment section. Default can be set in Production Settings.

• Auto Routing - If the Workflow template is set to Auto Route, when all assignees have marked their assignment complete, the next state is automatically selected and the default assignees become the current assignees. Comments are added automatically which includes the custody date setting. Email is set to all new assignees automatically. Auto Routed templates can also be routed manually, if needed.

• Type - Select the Category of the Assignment. The options available are Action, Discussion Topic, Task, Story, Event, Issue and Review.
  The meanings of each of these categories are user defined. For example, an Event category could be an Alert that is created notifying users about a meeting. An Action Alert could be sent out to Alert users they need to get their work in, and a Discussion Topic Alert could just be someone disseminating information about a specific job, etc.  
  Note: if Task is selected as the Type, the Task will be added to the Project Schedule

• Proof is an additional assignment category, but is not an option when creating a regular assignment.  The category will default to Proof specifically when adding a Proofing Assignment.  See the Advantage Proofing section for further details.

• Priority - Assignments can be defined with a priority and are color coded based on priority: Red = HH - Highest, Light Red = H - High, Grey = -- Normal, Blue = L - Low and Light Blue = LL - Lowest. Use the dropdown to change the priority.

• Start Date - Enter the start date of the Assignment.

• Due Date - Enter a Date that the Assignment is due. The Due Date is also included on the Email sent with the Alert.

• Time Due - Enter the time (of the Due Date) that the Assignment must be completed by, containing up to 10 characters (alpha/numeric).

• Hours Allowed - Enter the hours allowed for the Assignment.

• Task Code - (appears when Task is selected as Type) Optionally select a Task from the dropdown. The Task Description will display in the Subject field and cannot be changed.

• Board - If applicable, select the Board the Assignment will be included in.

• Sprint - If applicable, select the Sprint the Assignment will be included in.

• Board State -  If applicable, select the Board State for the Assignment.

• Subject (Required) - Enter the subject of the Alert. This information will display on the Main Alerts window as well as in the Subject of the email.

• Description - Enter the Description of the Alert. For information on using the buttons on the Alert Editor, refer to the Alert Editor topic. Hyperlinks that are inserted in the Description and Comments cannot be accessed by double clicking on the link - use the Copy & Paste method into the address bar of the browser.

• Attachment section

• Upload File - Use this field to attach a document to the Assignment.

• Drag and Drop - Select local files, then drag and drop into the upload area.

• Select files... - Click to browse local files and upload files to the assignment.

Note: A warning message will be generated if the file selected has any of the following issues including (1) the file size exceeds the file size set in Security/Repository Settings or (2) the uploading of the file will exceed the Total Repository Size Limit set in Security/Repository Settings or (3) the specific file did not upload to the document repository.

• Link Existing Document - For Assignments created at the Job or Job  / Component level, use this option to select a document from those documents that reside within the Webvantage Document Repository.  Multiple documents can be selected. For information on uploading documents to the repository, refer to the Documents topic. This option is available only for Alerts and Assignments created at the Job or Job / Component levels.

• Upload Link - Select to add a link to the assignment. When selected, optionally enter a title for the link and type or paste the URL for the link (required). Press the keyboard enter key to add the link to the assignment.

• To remove a file or link, click the x next to the attachment name. 
  

• Assignment Section

  • Workflow Template - (appears when Routed) Select the Workflow Template from the dropdown. The Workflow Template selected determines the available State (status) for the Assignment and available Employees for each State. If the Assignment is created at the Job/Component level and the Job has a default Workflow Template assigned, the Workflow Template will be 'pre-selected' but can be changed as desired. Workflow Templates, States, Auto Routed Option and Employees are defined in Webvantage Maintenance.

Once the template is selected and Assignment is generated, it cannot be changed.

• State - (appears when Routed) Once the Workflow Template is selected, the available states associated with the Workflow Template displays. Select a State from the selection.

• Assign To - Routed and Non-Routed Assignments allow multiple staff members to be assigned.

• As new assignees are selected, the process of SAVING or SENDING the record creates a comments trail and custody tracking.

• If a recipient is added unintentionally, it can be deleted without adding a related comment if removed before saving or sending.

• Removing a saved assignee will remove that assignee record and related assigned hours, but will not remove the comment audit trail.

• Each assignee will have their own Complete and Re-Open button on the Assignment. The completion status for each assignee will be displayed on the assignment.

• Click into the field and select recipients from the dropdown. Begin typing the name to narrow the selection list.

• If Assignment is Routed:

1. • Routed Assignment's Recipients are selected based on a user-defined workflow and the state of the Assignment. Once the State has been selected, all available employees associated with that state will become available in the Assign To dropdown. Select the applicable Employee(s). Employee(s) with an asterisk are the default employees assigned to the State.

   • When an assignment state has no default employees, the Assign To field will automatically show all employees for selection in the dropdown.

   • To select employee(s)  not listed in the Assign To dropdown, check the Show all employees check box. This will include all active employees in the Assign To listing.

   • If no employee(s) are selected, the Assignment will be displayed under 'Show Unassigned' in the Alerts and Assignment Manager.

• CC Recipients - To add employees to be included on the assignment as it progresses, click into the field to select from the employee list.  The CC Recipients are also copied on comments added by assignments as they update the alert Assignment with notes. A standard alert email is sent to the CC recipients. The CC alert records can be dismissed while the Assignment remains active for the assignee until they're finished.

• Click into the field and select recipients from the dropdown. Begin typing the name to narrow the selection list.

• Add Alert Group - Click on the Search icon to the right of the CC field to select an alert group or specific employees from any alert group. Click the Add button to add them to the CC field.

• Click on the '+Alert Group' option below the CC field to automatically add the alert group assigned to the specific job component.

The originator of the Assignment does not receive an Alert/Email notification. Use the 'CC' option to receive updates on the Assignment.

• Selecting files for upload - To view information on how to select files for upload, click the (help) icon.  

To clear any information entered, click the Clear button. To cancel the alert, click the Cancel button.  

Send - Once all the required information is entered and documents are attached (if necessary), click the Send icon (envelope with arrow). The selected assignee will receive the Assignment; the CC Recipients will receive the Alert as well as an email. The originator of the alert will also receive an email notification upon new alert and when comments are added.

Save - Click to save the Assignment. No email will be sent.

Viewing Assignments & Alerts

Alerts and Assignments can be viewed from multiple applications within Webvantage. The following applications allow Alerts and Assignment to be viewed directly from the application:

Diary Only alerts from Advantage Job Jacket can be seen in the Job Jacket Alert Inbox (no recipients).

View an Individual Alert/Assignment

To view an individual Alert or Assignment, click on the corresponding View Details icon or the hyperlink for the specific Alert/Assignment to view details.

Alert/Assignment Toolbar

• Send email and alert recipients - Click this button to send the Alert/Assignment.

• Save - Click this button to save changes to the Alert/Assignment.

• Contacts - Click on the Client Contact icon to view all available client contact's contact information.

• Click the View Details to view / modify the client contact detail.

• To add a new Client Contact, click the Add Contact button. Enter the Contact information and click Save. This option is available based on User's security.

• Print - Click this button to print the Alert/Assignment.

• Dismiss / Complete - Click this option to Dismiss the Alert / Complete the Assignment. When the Alert has been dismissed / Assignment completed, the buttons are dynamic and will display as Un-Dismiss / Re-Open.

• Add Time - Click this option to add time to the Alert/Assignment.

• Stopwatch - Click this option to use the Stopwatch to add time for the Alert/Assignment.

• Hours - Click the Hours icon to view a breakdown of the hours allowed for each assignment. The Hours feature is available for all Assignments and Tasks regardless of whether or not they are on a Board.  The Hours feature allows you to allocate the “Hours Allowed” by employee or by week, effectively allowing you to front or back-load hours (applies to Assignments of any type, on a schedule or not).  Hours are recognized in the appropriate weeks in the Availability Calendar when measuring workload.

Hours can be allocated to assigned staff by employee or by week starting with a base of hours allowed as entered on the Assignment (entered directly on the Assignment or via the related Schedule for Task Assignments).

Hours by Employee - To allocate hours by employee, click on the Hours by Employee option. The allocated hours may be overridden which then re-calculates the Hours Allowed. This becomes the new Hours Allowed.

Hours by Week - To allocate hours by weeks, click on the Hours by Week option.  Optionally, include prior weeks to align totals.  

Show Availability - Click to display the hours detail for the selected date range of the Start Date and Due Date, including the Available hours, Assigned hours, and Balance hours for each employee. The Assigned hours include all hours assigned to the employee for all Assignments and Tasks during the selected date range, excluding Completed hours.

The process automatically allocates the hours allowed to assigned staff by week. The allocated hours may be overridden which then re-calculates the Hours Allowed.  This becomes the new Hours Allowed. For Task Assignments, these allocations cannot exceed the total Hours Allowed.     

Options to show past week, show future weeks, group employee, and group weeks provides different viewing options.  

Filter Assignees - The Filter Assignees feature provides a way to narrow down the list by assignee.

Changing and saving the Start Date and Due Date on the related assignment will adjust the weeks accordingly.  If the date range is changed to exclude the weekly hours already entered, those weeks that are outside of the new date range are deleted.

Filters available:

• Include Prior Weeks - Click to include prior weeks.

• Show past weeks - Click to show prior weeks' break down of hours.

• Show future weeks - Click to include future weeks' break down of hours.

• Group employees - Click to group the hours by employee.

• Group weeks - Click to group the hours by weeks.

• Filter assignees - Click in the input box to select a specific employee to view their break down of hours.

Note: Weekly Hours Calendar is limited to 52 weeks.

• Checklist - Click this button to add custom checklists to the assignment. These items can be checked off as they are completed and display an up to date percent complete for the checklist. Multiple checklists can be added to an assignment.

• Ellipse ... - Click the ellipse button to select one of the following options:

• Fullscreen - Displays the checklist in full screen mode.

• Edit Title - Select this option to change the title of the checklist, up to 100 characters.

• Delete - Select this option to delete the checklist. A message will display verifying that the checklist should be deleted. Click OK to delete the checklist or click Cancel to disregard.

• Collapse / Expand Checklist - Click on the Checklist title to collapse / expand the checklist.

• New Checklist Item - In the text box, enter the first checklist item, up to 100 characters. When done, click the Add button. Multiple items can be added to a checklist.

• Ellipse ... - Click the Checklist Item ellipse to select one of the following options:

• Edit - Select this option to modify the Checklist Item. When completed, click the Save Changes... link.

• Delete - Select this option to delete the Checklist Item. The item will be immediately deleted, no warning message given.

• Move - To change the order of the Checklist Items, grab the vertical ellipse and drag and drop it in the desired order.

• Check Item complete / incomplete - When an item is completed, click the check box button. To make the item incomplete, uncheck the item.

• The progress bar (percent complete) will automatically update.

• Copy - Click this option to Copy the Alert/Assignment.

• Move - Click this option to move the Alert/Assignment to a different Client, Division, Product, Job or Component.

• Bookmark - The option to Bookmark the Alert/Assignment is available by clicking on the Bookmark icon on the tool bar.

• Refresh - Click to refresh information and attachments for the Assignment.

• WV Link / CP (Client Portal) Link - Down Arrow - Click to copy of the screen's URL to include (paste) in various types of correspondence such as emails, Alerts/Assignments, and outside systems.  Copy and Paste option will not work in the Alert/Assignment's Subject - use the Subject's formatting tool Insert Link option.

• Dismissed / Completed - If an Alert has been Dismissed or an Assignment has been completed, it will state, in red:

• Alert - DISMISSED: date and time

• Assignment - COMPLETED (The Date and Time an Assignment was Completed is displayed in the Comment History.)

Below are the fields that could be displayed based on the level of the Alert/Assignments: Not all fields are applicable for every Alert/Assignment.

The rest of the Alert is sectioned into a Left and Right panel. To change the Default screen split percentage, click the Settings/Options button on the tool bar. On the Alert Settings popup, use the slide-bar to adjust percentage. The option to also show full comments is also available within the Alert Settings popup.

The Information section includes the main detail of the alert. Depending on the type of alert, most fields can be edited. When changes are completed, click the Update button located under the Description.

The Information section displays the following: Not all fields are applicable for every Alert/Assignment.

Left Panel

The left panel can be collapsed by clicking on the Collapse/Expand left pane ellipse. Click the Collapse/Expand left pane ellipse again to expand the section. The sections display can also be manually adjusted by dragging the pane left or right.

Right Panel

Alerts

The Right Panel is divided into two sections: Top and Bottom

The top panel can be collapsed by clicking on the Comments button. Click the Comments button again to expand the section.

The bottom panel can be collapsed by clicking on the Recipients button. Click the Recipients button again to expand the section.

Assignments

The Right Panel is divided into multiple sections that can be manually reconfigured using the drag and drop method. Once modified, the new order will be saved for the user. Clearing the browser's cache will revert back to the default order.

The default order is: Checklist, Hours, Comments and Assignments

ADD ATTACHMENT

• Upload File - Use this field to attach a document to the Assignment.

• Drag and Drop - Select local files, then drag and drop into the upload area.

• Select files... - Click to browse local files and upload files to the assignment.

Note: A warning message will be generated if the file selected has any of the following issues including (1) the file size exceeds the file size set in Security/Repository Settings or (2) the uploading of the file will exceed the Total Repository Size Limit set in Security/Repository Settings or (3) the specific file did not upload to the document repository.

• Upload to Document Manager - Alerts/Assignments at the Job and Job/Component level can be added the attachment to the Document Repository. Check the Upload to Document Manager check box prior to uploading the document.

• Upload to Proof HQ - Upload to Proof HQ - Check the Upload to Proof HQ Check box prior to clicking the Add Attachment button. This option is only applicable to Proof HQ users. Multiple versions of the same file can be uploaded, but in the Alert/Assignment, only 1 file will display. Click the History icon to view all versions of the document.

• Link Existing Document - For Assignments created at the Job or Job  / Component level, use this option to select a document from those documents that reside within the Webvantage Document Repository.  Multiple documents can be selected. For information on uploading documents to the repository, refer to the Documents topic. This option is available only for Alerts and Assignments created at the Job or Job / Component levels.

• Upload Link - Select to add a link to the assignment. When selected, optionally enter a title for the link and type or paste the URL for the link (required). Press the keyboard enter key to add the link to the assignment.

• Once files and links are added, the following options are displayed:

• Comment - Click the C icon to view comments added to the attachment.

• History - Click the H icon to view the attachment history.

• ProofHQ - Click the P icon to upload the attachment to ProofHQ. This option is only applicable to Proof HQ users.

• Delete - Click the x icon to delete the attachment.

Only the available files listed are those that are anchored to the level at which the Alert/Assignment was created. For example, if a document was anchored at the Office level and also at the Product level in Document Manager, but this Alert was created at the Product level, that document anchored at the Office level would not display, only the one anchored at the Product level.

Forward an Alert

Alerts can be forwarded to the recipients already assigned to the alert or new recipients can be selected. To forward the alert to additional recipients click in the Assignees / Recipients text box to select from the dropdown.

The ability to manually type the recipient in the input box, using auto select feature to select the recipient.

If the recipient is included in multiple alert groups, they will be checked in all alert groups.

• To not forward the alert to an original recipient from the alert, uncheck the check box for that recipient.

To send the updated Alert, click the Send button.

The alert will display in each recipients Alert Inbox as unread.   

Click here to view Copy Alert and Assignment.

Reassign an Assignment

The Assignment can be reassigned to another employee by changing the State of the Assignment or selecting a new employee for the current State. This can be done in two ways:

View Assignment (Assignment section):

• State - To change the State, select the State from the available States in the Assignment section of the alert. As the Alert Assignment goes thru various States, the Subject line will automatically be updated to match the new State based on settings in Webvantage | Maintenance | Project Management | Workflow - Assignment Settings tab.

• Assign To - Once the State has been selected, all available employees associated with that state will become available in the Assign To dropdown. Select the applicable Employee. The employee with an asterisk after the name is the 'default' employee assigned to the State.

• • To select an employee not listed in the Assign To dropdown, check the Show all employees check box. This will include all active employees in the Assign To listing.

  • • Manually type the employee's name in the Assign To dropdown to filter for an employee. Need to manually clear the existing Assigned To prior to typing in the new Assignee's name.

  • Use the [Unassigned] to create a general Assignment not associate to an employee.

• Alert Inbox (grid) - Click on the link in Assigned To in order to view the Assignment popup. The State, Assigned To can be changed as well as comments can be added. Once completed, click the Send Assignment button.

• If the Assignment or Task is not assigned to an employee, it will be shown as Unassigned. Click on the Unassigned link for that Assignment / Task to assign it to an employee.

After the new State and/or Assign To have been selected, click the Send Assignment button. A Comment popup will display for additional information to be included with the new Assignment. When finished adding the comment, click the Ok button.

The originator of the Assignment will not be notified of the reassignment/change of state, but will receive email notification when comments are added.

To automatically close the Assignment after it has been reassigned, slide the Auto Close button in the tool bar. Once the Close Alert option is selected, it will automatically be closed when sending future Assignment.

The Workflow Template cannot be changed once the Assignment is generated.

Dismiss an Alert / Complete an Assignment

Alerts

There are 3 ways to dismiss an alert.

• From the main Assignments & Alerts Manager page, click the Dismiss icon to the left of the Alert to be dismissed. The Alert will be automatically moved to the Dismissed folder.

• To dismiss an Alert while viewing an Alert, click the Dismiss button. This process auto refreshes the window with only the active Alerts. Alerts can only be dismissed, they cannot be deleted.

• To dismiss multiple alerts at one time, select the criteria in the Filter and click the Dismiss All button. The Dismiss All option does not apply to Assignments.

If the task is deleted after an Alert or Assignment was generated at the 'Task level', the Alert or Assignment will also be deleted.

The actions that will un-dismiss the Alert and place that Alert back into the recipients Assignments & Alerts Manager, marked as un-read (bold) are:

• Automatically change the Alert status when one of the following actions have been done:

• A document is attached to the Alert.

• A comment has been added to the Alert.

• All Recipients have been alerted using the Send button within the Alert.

• Manual un-dismissing the Alert

• Any user can un-dismiss an Alert, regardless if they are listed as a recipient on the Alert or not.

• Alerts can be 'un-dismissed' from within the Dismissed Alerts folder. To 'un-dismiss' an Alert, click on the Un-Dismiss icon on the grid. Within the Alert, click the Send button to send the Alert back into the Assignments & Alerts Manager. Draft Alerts in the Draft folder are not dismissed - use the Delete Draft icon on the grid or the Delete Draft button within the Draft.

Assignment

To mark an Assignment as completed, click the Complete button located in the tool bar. The Assigned To will be automatically changed to Completed. If the Workflow Template has a designated Completed State, the State will automatically be updated accordingly.

When viewing a completed Assignment, it will indicate that it is completed by displaying COMPLETED above the Workflow Template dropdown.

To re-open the Assignment, click the Re-Open button, located top right corner of the Alert, where the Complete button was located. A comment will be automatically added stating that the Assignment was re-opened, who re-opened it and when it was done.

The ability to re-open an Assignment is dependent on the following factors:

• From Assignments & Alerts Manager: The user signed in has access to Show All Assignments within Advantage | Security | Group Setup | Group Settings - Assignments & Alerts Manager Settings.

When a Task Assignment is marked as completed, it will automatically mark all employees associated to the task as Temp Complete. Re-opening the Assignment will not remove the 'Temp Complete' date.

• To re-open an Assignment, click on the Re-open button or click the Click to re-open this Assignment icon to the left of the Assignment in the Dismiss Folder grid.

Draft Assignments in the Draft folder are not dismissed - - use the Delete Draft icon on the grid or the Delete Draft button within the Draft.

Add Time to an Alert / Alert Assignment

Time can be added from an Alert/Assignment when the Alert/Assignment is associated with a Job/Component or to a Job/Component/Task. To add time to a Job/Component (or Task) there are two options; Add Time and Stopwatch.

• Add Time - To add time to the project, click the Add Time button.  

• If the Alert/Assignment is associated with a Task, if a default function has been established for the task on the Project Schedule or in Task Maintenance, it will default into the Function field.  

• If the Alert/Assignment is associated with a Job Component, if a default function has been established for the employee in Employee Maintenance, it will default into the Function field.  

• Or, select any valid function.

• Stopwatch - Select to start timing the task's activity click on the Stop Watch icon. The Stopwatch popup will display. Once timing is stopped, it will insert the amount of time spent on the task directly into the Timesheet. Each time Webvantage is refreshed, the Stopwatch popup will display. When using the Stopwatch from an Alert:

• • If the Alert/Assignment is associated with a Task, if a default function has been established for the task on the Project Schedule or in Task Maintenance, it will be used to record time.

  • If the Alert/Assignment is associated with a Job Component, if a default function has been established for the employee in Employee Maintenance, it will be used to record time.

  • If a default function cannot be found, an error message will be displayed and the Stopwatch will not begin.

•  

• If the Alert/Assignment is associated with a Task, if a default function has been established for the task on the Project Schedule or in Task Maintenance, it will be used to record time.

• If the Alert/Assignment is associated with a Job Component, if a default function has been established for the employee in Employee Maintenance, it will be used to record time.

• If a default function cannot be found, an error message will be displayed and the Stopwatch will not begin.

Purchase Order Approval

Purchase Order Approval Request and Response alerts are generated when a user enters a Purchase Order that is over their PO Limit and is assigned to a PO Approval rule. (The PO Approval rules are maintained in Advantage / Maintenance / Production Setup / Purchase Order Approval application).

The Alert includes who requested the Purchase Order, their Employee Limit and each line number's detail (Description, Client/Division/Product, Job/Comp, Job Description, Function, GL Account, Line Total, Estimate/Budget, PO Used and Balance). The Purchase Order Request also includes a PDF copy of the Purchase Order.

The Alert recipient has the ability to Approve or Deny the Purchase Order Request, add comments and view attachments.

• View Details - To view the details of the Purchase Order Request / Response Alert, click the View Details icon for the corresponding Alert. If the alert has been read, the View Details icon displays as Opened.

• Dismiss Alert - To dismiss the Purchase Order Request / Response Alert. without opening the Alert click the Dismiss icon. No warning message is generated, the Alert will be automatically dismissed.

• Attachment - Indicates if an attachment is included with the Purchase Order Request / Response Alert. The Attachment icon in the Assignments & Alerts Manager grid is color coded that indicates if an attachment is included in the Alert: Red = No attachments / Green = has attachments. Hover over the icon to see the number of attachments.

• Subject - The Subject for each Purchase Order Request / Response Alert will display. Click on the Subject to view the Purchase Order Request / Response Alert..

Approve / Deny

Select the Approval Request by clicking on the View Details icon or by clicking on the Subject Link.

• Approve - Click the Approve button to approve the Purchase Order. If the Purchase Order Approval Request is sent to multiple approvers, all approvers must Approve the Purchase Order before the Purchase Order can be printed.

• Deny - Click the Deny button to approve the Purchase Order. If the Purchase Order Approval Request is sent to multiple approvers, only one approver needs to deny the Purchase Order request in order for the Purchase Order to become editable.

After the Purchase Order request has been either Approved or Denied, the Alert will be automatically dismissed from the Assignments & Alerts Manager. An Alert will then be sent to the Purchase Order requestor to inform them of the status of their Purchase Order, including any comments / attachments that were added prior to Approve or Deny.

Printing Alerts and Assignments

To print the alert, while viewing an Alert or Assignment, click the Print button. On the print popup, click the Print button.

Print within the browser, select File | Print. When the Windows Print selection screen displays, select the printer and the number of copies to print. Click OK.

Right clicking to print using the Unity Menu is only available when the Alert/Assignment is attached at the Job/Component level. To print using the Window Option, right mouse click anywhere within the window and select the Print option

To export a list of all Alerts currently displaying to Excel, click the Excel icon.

Copying Alerts and Assignments

To copy an Alert or Assignment, view the Alert or Assignment and click the Copy button. In the Copy dropdown select To new Assignment or To new Alert.

• Alert - Able to create a New Alert.

• Select the Alert Level from the dropdown.

• Assignment - Able to create a New Assignment.

• Select the Alert Level from the dropdown.

• If selected by Job / Component level and the Job Component has an existing Workflow Template assigned, the Assignment will default to that Workflow Template, but can be changed as needed.

• Checklists will be copied by default. On the new Assignment, checklists may be easily modified or deleted.

Alert Recipients

• To add Recipients, click on the Select button. Recipients can be selected by e-mail group for the Job/Component, Assigned Employees related to the Job/Component, or individually within the e-mail group. As an option, alert recipients may be typed into the recipient area using auto suggest functionality without using the Select Recipients option. Client Contacts can also be added as a recipient.

Copy Options

• To include existing comments from the Alert or Assignment, check the Copy Comments check box.

• To include existing attachments from the original Alert or Assignment, check the Copy Attachments check box.

On the new Alert or Assignment, enter the remaining information as outlined above.

Once completed, click the Send button. To save Alert/Assignment as a draft, click the Save Draft button.

This option is not available for the following Alert Types: Approvals, Client Alerts, System Generated Alerts or Alerts from Email Listener.

Manual Alert vs Automatic Alert

Alerts generated in Webvantage can be either Automatic or Manual.

Automatic Alerts are created automatically based on Alert Event Settings and other automatic processes defined in the Advantage | Maintenance | Project Management - Alert Events Settings. They have limited user control and are designed to be notifications on important events. This type of Alert is typically sent automatically when the associated event is generated, in some cases, the user can control the alert through Alert Event Settings and a prompt may be displayed allowing the user to select from the default or other Alert Groups (depending on settings). Some alerts are automatic and do not include an option in Alert Event Settings.

Manual Alerts are created manually when the user clicks on an Alert button in various applications. Manual Alerts may be sent as a Standard Alert or an Assignment depending on the application and are always initiated by the user. See the Alert and Assignment User Guide to determine which applications this option is available in.

Automated Assignments

Automated Assignments are used to create a behind the scene workflow for specific actions that will update the Assignment's state and send updated Assignment based on a predefined action within Webvantage.  

Automated Assignments uses the existing Assignments Template Detail maintenance application to customize when a state changes and who it is re-assigned to.

Proof HQ

Click here to view the Proof HQ User Guide.

Advantage Proofing

Advantage Proofing streamlines the creative proofing process while keeping everything in a single, centralized location.  With the Advantage Proofing tool, users have the ability to annotate PDF’s, images and various office document types.  Include unlimited clients and other external reviewers in order to ensure that everyone is on the same page.  Access to Advantage Proofing requires a separate license key, which can be purchased through the Advantage Software sales team.

All proofs begin with a proofing assignment, which are similar to regular assignments, and can be accessed from multiple locations within Webvantage.

Click here to view the Advantage Proofing User Guide.

**If an error occurs while sending an email, click here to view a list of Advantage Alert SMTP Error Codes and descriptions.

There are two different interfaces that can be used in Advantage for email the Advantage report, MAPI or SMTP. Each company needs to determine which features will work best for them and indicate this in Maintenance | General Setup | Agency | System & Alert Options tab. The screens and messages received while sending the email with a PDF attachment differ slightly depending on which interface option is used.

Security and Setup