Security and Setup
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The Alert Group Maintenance application is used to set up email and alert distribution lists. The distribution lists are used in conjunction with automatic and manual alerts, which generates an email message and an alert to designated groups when a specific process is performed.
In Production, a default alert group code can be added at the Product level. When a new job is added, the Alert Group code defaults from the Product, but may be modified / deleted at the Job level. The default Alert Group for Purchase Orders is established in Agency Maintenance.
Employees that are to be added to Alert Groups must first be setup in security and the employee must include a valid email address. The default Roles and Functions assigned to the employee will be used in the Set Team functionality in Project Schedule. Employees can be associated with multiple distribution lists and can be modified as needed.
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Select Maintenance from the Main Menu. Select Project Management then select the Alert Groups to open the Alert Group Maintenance application.
Upon entering the Alert Group Maintenance application, all defined Alert Groups will display on the first tab, sorted by Alert Group code. The second tab includes the selected Alert Group's detailed information.
The Alert Group Code grid displays 10 (by default) alert groups at a time. The grid's footer indicates the total number of pages that are available for viewing. use the Change page navigational arrows to view all alert groups.
Save changes to the screen before using the Change page navigation.
Upon initial view of the Alert Groups Maintenance application, only active alert groups are displayed. To view alert groups that are inactive, click the Show Inactive checkbox, located top right corner of application. To display just the active alert groups, uncheck the Show Inactive checkbox.
There are two ways to view an Alert Group's detail:
Double click on the Alert Groups name. The Alert Group's detail information will automatically be displayed on the Group Detail tab.
Click on the Group Detail tab and select the alert group from the dropdown.
The only field that can be modified is the Inactive field. To mark an Alert Group as inactive, check the Inactive checkbox and click the Save icon located on the individual status code row.
If multiple changes have been made to the alert group codes, to save all rows simultaneously click the Save All icon located in the column header.
To delete an alert group, click the Click to delete this row icon located on the individual alert group code row. A message will display verifying that the alert group code is to be deleted. Click OK to delete the alert group code, otherwise click Cancel to not delete the alert group code.
The actual Alert Group Code is not available to be modified.
To add a new alert group, on the Group Detail tab click on the New icon, located to the right of the Alert Group dropdown and enter the following information:
Alert Group - A unique code to define the alert group, containing up to 50 characters.
Inactive - If the alert group is no longer in use, it may be marked as Inactive. Inactive alert groups will no longer be available for selection within various applications, including Alert recipients.
Available Employees - Select from a list of active employees to be included in the Alert Group distribution. To select multiple employees, at the same time, hold down the 'Ctrl' button while selecting each employee. When done selecting employees, click the New icon, located below the 'Available Employees' section.
Employees Currently in Alert Group - To remove an employee from the Alert Group distribution list, select the employee or employees and click the Delete icon. Note: The employee will be deleted from the Alert Group automatically, no warning message will be given to verify if the employee should be removed or not.
Include on Schedule - Select this checkbox if the employee is to be included in the Apply Team functionality in Project Schedule.
An Alert Group must be assigned to the job in order to use the Apply Team option.
The Alert Group Detail tab displays the selected employees email address, default role and function. This information is maintained within the Advantage | Maintenance | Accounting | Employee application and cannot be modified with the Alert Group Details application.
The Include on Schedule option is available for modification. Select this checkbox if the employee is to be included in the Apply Team functionality in Project Schedule.
To remove an employee from the Alert Group, select the employee or employees and click the Delete icon. Note: The employee will be deleted from the Alert Group automatically, no warning message will be given to verify if the employee should be removed or not.
To generate a report listing of all the available alert groups, from the Alert Groups tab click the Export to Excel icon, located top right corner of application. This report includes the Alert Group Code and if the Alert Group is active or not.
To generate a report listing all of an alert group detail, from the Alert Group Details tab, click the Export to Excel icon, located top right corner of application. This report includes employee code, employee name, employee email, default role, default function and if they are to be included on the schedule or not.
Click on the x on Alert Group Maintenance to exit the maintenance application.
Security and Setup