15.3 System Settings

Overview

Overview

This page describes Clarizen System Settings and includes the following sections:

 

About System Settings

Admin users can maximize the benefits of the system and meet the needs of your organization by customizing the default settings of relevant, mandatory or optional system setting parameters.

The system setting tab is divided into several sections and can also be searched using the setting search box as seen in Figure 1 below:

  1. Login and Password allows you to define the various login and password limitation settings
  2. Organization settings defines various behaviors associated with the overall organization
  3. Permissions allows you to define various organization permission settings
  4. User Interface settings allows you to define various GUI settings and behaviors
  5. User management allows you to define various user related permission settings
  6. Files and Collaboration allows you to define various file management settings as well as various collaboration settings
  7. Work Management Settings allows you to define various work related behaviors
  8. Resource Management Settings allows you to define various settings regarding the way resources are handled in the system
  9. Budget allows you to define the various Budget settings
  10. Email Settings allows you to define various organizational email related settings
  11. InterAct Settings allows you to define the message confirmation settings for the InterAct module
  12. Progress Report Settings allows you to define various settings regarding progress reporting
  13. Time Tracking allows you to define the way the system tracks work as well as other time tracking report options
  14. Expenses allows you to define the various expense sheet and expense approval settings.
  15. Alerts allows you to define various settings and behaviors for system alerts.
  16. Mobile Settings allows you to define various mobile related settings
  17. Clarizen Labs allows you​ to define whether to Opt-in to Beta preview releases of our newest features

 

Accessing System Settings

The Settings module is accessed either via the Navigation Panel or the User Data menu located on the masthead, as detailed in the Settings overview.

Click the System Settings tab.

Figure 1: System Settings Tab

Login and Password

Login and Password

Defines the login and password settings for Clarizen users in the organization

 

Password strength

In order to make it harder to guess a user's password we've enhanced login security based on the password's strength.

Select the Password strength you wish to use:

  • Simple: requires a minimum of 6 characters with no character limitation
  • Strong: requires a minimum of 8 characters which must contain lower and upper case letters, numbers, and special characters (such as !?#$%, etc)

 

The default value is 'Strong'.

 

Disable User Name autocomplete

In order to prevent identity theft and ensure that users don't hijack your credentials to Clarizen, you can disable the browser's autocomplete capability for the User name field.

Select the Disable User Name autocomplete option to utilize this security enhancement

The default value is 'Off'.

 

 

Session timeout

Define the Session Timeout, which is the number of hours a session can remain inactive before expiring.
An expired session requires the user to re-enter a password.
The maximum is 8 hours

The default value is '8'.

 

Authentication attempts (#)

In order to prevent unauthorized access to the system, Clarizen provides the ability to control the number of login attempts before locking the user out of the system for a predefined period of time.

Set the Number of authentication attempts by typing in the desired value.

The default value is '3'.

 

Lock out period

Once the number of login attempts​ is defined, set the period of time the user will be locked out before allowing him to retry login into the system.

Set the Lock out time by typing in the desired value.

The default value is '15'.

 

 

Password expiration period (months)

Note:

Requires that the Enhanced login policy setting be enabled in order for it to take affect.

Once the Enhanced login policy is enabled, define how long a password is valid for.

Set the number of months before the password expires in the Password expiration period (months) field.

The default value is '4'.

 

Enhanced login policy

To maintain Clarizen security, you can require your users to change their login password after a user defined time interval.

Select the Enhanced login policy option to enable this feature.

The default value is 'Off'.

Note:

When Enabled a notification alerting of the upcoming password expiration is sent 14 days prior the expiration date.

 

 

Password repetition period (months)

Define the timeframe in which users cannot repeat the same password in months.

For example:

A user set his first password to be 123

After 4 months(set in the Password Expiration Period), the password expired and was changed to 456

4 months later the password expired again, this time it was changed to 789

Another 4 months had gone by, its time to change the password again, its been 12 months since the user has set his original password.

If the value in the Password repetition period (months) is less than 12, the user can return to his original password (123) however if the value is greater than 12 he will need to select a different password.

Set the number of moths in the Password repetition period (months) field.

The default value is '14'.

 

Password repetition value (# of times)

Define the number of times users need to change their password before they are able to repeat them.

For example: 

A user set his password to: 'AbCd'

After a while he forgot his password (or the password expired), and he generated a new one 'EfGh'

However he does not feel comfortable with this password and wishes to revert back to his original password.

Since the value is set to 10, he will have to change his password 9 more times before he is able to revert back to his original password
(provided that the number of months set in the Password repetition period (months) field have passed).

Set the password count limit in the Password repetition value (# of times) field.

The default value is '10'.

This field can be set to values between 1-50

 

Grant temporary access

Defines what users (if any) can grant external individuals a temporary login access to their account.

The default value is 'Disabled'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Organization settings

Organization Settings

This section defines various behaviors associated with the overall organization

 

 

Organization email domain

Define the organization's email domain.

The default value is generated from the domain of the user who first registered the account.

 

Use logo in all system generated materials

Defines whether to use the organization's logo or name in all of the system's generated materials, such as system triggered emails, exported data, reports, etc. Enable to include logo, disable to include organization name.

The default value is 'On'.

 

Automatic contact creation

When sending emails from the system, Clarizen has the ability to automatically create a contact person for an unregistered email.

Disabling the Automatic contact creation setting stops the system from creating automatic contacts.

The default value is 'On'.

 

Custom Action ribbon title

The Custom Action ribbon title allows you to define the name that will appear for the Custom Action Tab or dropdown located in a module's ribbon.

Type the desired title in the Custom Action ribbon title field

The default value is 'blank' and defaults to Custom Action.

 

Custom Action navigation panel title

The Custom Action navigation panel title allows you to define the name that will appear for the Custom Action dropdown menu located in the navigation panel.

Type the desired title in the Custom Action navigation panel title field

The default value is 'blank' and defaults to Custom Action.

 

WalkMe customer ID

Users who wish to do so, can create walkthroughs using the WalkMe software.

To add personalized walkthrough help videos in the Show Me menu type the customer ID generated by the WalkMe software in the WalkMe customer ID field.

The default value is 'blank'.

 

WalkMe walkthrough viewing order

Organizations with personalized walkthrough help videos can define which tutorials are shown in the system and in what order they are presented.

In the WalkMe walkthrough viewing order setting, select to show either Clarizen or Custom walkthrough only. You can also choose to show both in which case select whether to show Clarizen or Custom walkthrough ​first.

Note: You can hide or sort either the System generated or custom walkthroughs as a group but you cannot touch individual items.

The default value is 'Clarizen walkthroughs only'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Permissions

Permissions

Defines what people have access to with the Clarizen account

 

 

Permission level

Define the system's Permission level

When defined as Enhanced, enhanced permissions are enforced according to User Roles.

The default value is 'Basic'.

 

Display related items

For security reasons, you can define who is able to view items related to the items assigned to the user as a resource.

The Display related items setting defines who is able to view related items in conjunction with the Permission level setting.

When the Permission level setting is set to Basic

  • Show name will enable External users to see the name of related items but they will not be able to access the item itself
  • Do not Show will hide all related items from the External User
  • Internal users will have the ability to view and access all related items

When the Permission Level setting is set to Enhanced

  • Show name will enable both Internal and External users to see the name of related items but they will not be able to access the item itself
  • Do not Show will hide all related items from both the Internal and the External User

 

The default value is 'Show name'.

 

Edit Cases by team members in enhanced permission mode

When utilizing Enhanced Permission mode checking the Edit Cases by team members in enhanced permission mode option allows team members to edit cases.

The default value is 'Off'.

 

Aggregate field set across Profiles

Clarizen allows you to define various profiles associated with different Users, Groups, etc. See Profile Settings for more.

Enabling the Aggregate field set across Profiles option will aggregate the available field sets for users with multiple profiles.

When enabled, users associated with multiple profiles will have access to all of the allowable fields from all associated profiles regardless of what profile they are currently using.

The default value is 'On'.

 

External Users access to full people view

Defines whether External Users have the ability to view all other users in the system, or just their direct reports, managers, and group members

The default value is 'Off'.

 

Widget view authentication requirement

You can send Gantt and roadmap widgets from the Clarizen system.

Define whether viewing widgets will require user authentication

Enabling the Widget view authentication requirement option limits you to send the widgets only to registered Clarizen users within the organization as it will require Clarizen authentication.

The default value is 'Disabled'.

 

iCal subscription authentication

Defines whether to use calendar authentication.

When working with Google Calendar this needs to be set to 'Off', leave this setting at the default ('On') when working with organization calendars using outlook or other organizational calendar software

The default value is 'On'.

 

Views & Reports  Sharing limitations

As part of Clarizen's personalization capability all users can create personal views and reports. ​In addition public grid views are also available.

When the Views & Reports  Sharing limitations setting is enabled, Admins or Super Users are the only users allowed to share views and reports, whereas When disabled, all internal users can create public views and share reports.

The default value is 'On'.

 

Enable Clarizen page embedding

Defines whether shared Clarizen pages can be embedded in other webpages.
Please note, enabling this setting can lead to potential security breaches (low possibility)

The default value is 'Off'.

 

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

 

User Interface Settings

This section defines the way the system interface behaves and includes the following options:

 

 

Grid row height

The Grid row height setting defines the way the grid items will be shown in the grid across the entire system.

The height of a Grid row can be set to either comfortable or compact, where the Comfortable setting adds padding between each row.

The default value is 'Comfortable'.

 

Horizontal grid line color

The Horizontal grid line color setting defines the color used for the row border in Clarizen grids.

The available options are: transparent, Light Gray, Gray, and Dark Gray.

The default value is 'Transparent'.

 

Vertical grid line color

The Vertical grid line color setting defines the color used for the column border in Clarizen grids.

The available options are: transparent, Light Gray, Gray, and Dark Gray.

The default value is 'Transparent'.

 

Disable animation

The Disable animations setting defines whether to enable or disable system animations. 

The default value is 'Off'.

 

Lite Editors

Defines whether to use Lite Editors. 

The Lite Editors option allows you to remove the OK and CANCEL buttons from the field editor display.
Enter, tab, and clicking outside of the editor will confirm changes and Esc will cancel.

Select the Lite Editors option to enable it.

The default value is 'On'.

 

Short date format

Use the Short date format setting to define the default date format displayed in Clarizen.

This setting can be overridden at a user level

The options are:

  • DD/MM/YY — will display for example 15/11/14
  • MM/DD/YY — will display for example 11/15/14
  • DD-MMM-YY — will display for example 15-Nov-14
  • YY-MM-DD — will display for example 14-11-15
  • DD.MM.YYYY — will display for example 15.11.2014

 

The default value is 'DD/MM/YY'.

 

Effort related time display

Duration-related fields (such as Work, Actual Effort and Remaining Effort, etc.) can be displayed in either Hours (default) or Days.

Enable the Effort related time display option to display the effort in Hours(h), removing the tick from this checkbox will cause the effort to be shown in Days(d).

The default value is 'On'.

 

Name Separator

The Names Separator setting defines what separator to use when displaying names while using Auto-Complete.

The available options are comma (,) or semicolon (;)

The default value is ',(comma)'.

 

Number Separator

The Number Separator setting defines the numeric separator display format for long numbers and the decimal point in the system.

The available options include no long number separation with either a ',(comma)' or '.(period)' for the decimal point, a ',(comma)' for long numbers and '.(period)' for the decimal point or vice versa.

The default value is ',(comma)' for long numbers and '.(period)' for the decimal point .

 

Show new items based on role

The Show new items based on role setting defines what work item to display in the What's new section in the masthead.

The options are Directly Assigned, showing only items where the user has a direct role, and All (Direct and Indirect Assignment), showing all work items whether they are directly or indirectly assigned to the user.

The default value is 'Directly Assigned'.

 

Collaboration View options window

Defines whether the Collaboration View options window is automatically displayed

The default value is 'On'.

 

Confirmation Message timer

When using interactive features such as the interactive Gantt, accidental changes may occur, to prevent such occurrences, a confirmation message is displayed. you can determine how long the confirmation message will appear.

The Confirmation message timer setting defines the length of time (in seconds) the confirmation message appears before automatically accepting the change.

The default value is '0'.

 

Group Work Item ribbon in Miscellaneous tab

Enable this setting to group the Utilities and Misc tabs of the ribbon into a single tab

The default value is 'Off'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

 

User Management

This section defines various behaviors associated with the user management and includes the following settings:

 

 

New user default license type

Defines the default license type for new users when sending an invite.

The value defined in the New user default license type setting is set as the default User Type in the 'Invite New Users' dialog for every new user invited to join the organization in Clarizen.

To change this value manually for a specific user, open the 'Invite New Users' dialog box in 'Advanced' mode.

The default value is 'Full'.

 

New user invite permissions

The New user invite permissions setting defines who has the ability to invite new users  into the organization on the Clarizen network, all Internal Users can invite a new users, this can be limited to Admin only, Admin and Super Users, or increased to allow invites by External Users.

The options includes: All Internal usersAdmin Only or Admin and Super Users.

The default value is 'All Internal Users'.

 

Mass user import permissions

Clarizen allows Admin Users you to add multiple new users, the ​Mass user import permissions option allows non Admin users to use this option as well

The default value is 'Off'.

 

Mark users from other domains as External Users automatically

For added security, new users added with an email from a different domain to that of the Organization will be automatically marked as External Users, this behavior can be disabled using this setting and can be edited on a user level as needed.

The Organization email domain is defined in the Organization settings

The default value is 'On'.

 

Group membership setting privileges 

Defines whether User Group association can be defined by the actual user or only by Admins and a Group's Direct Manager.

When enabled, users can also associate themselves to Groups and register Group memberships' with one restriction. If the Group is associated with (a) specific Profile(s), the users will be unable to add themselves to the Group

The default value is 'On'.

 

Personal Calendar update limitations

Define who is able to update the user's personal calendar.

When the Personal Calendar update limitations setting is enabled, individual users are prevented from updating their personal calendars. 

Managers (both direct and indirect), Admin users (and Super Users) will be the only users allowed to update the resources' personal calendars.

Users that are unassigned to a manager will be considered as managers and therefor will be able to update their own calendar.

The default value is 'Off'.

 

What’s New popup display

Defines whether the What’s New popup will be displayed whenever a new release has been implemented, if disabled the popup is accessible from the Show Me menu.

The default value is 'Enabled'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Files and Collaboration

Files and Collaboration

This section defines various behaviors associated with the way the system manages files as well as various collaboration behaviours and includes the following settings:

 

 

Enable File Viewer

Enabling the File Viewer module allows you to view certain file types which require third party applications such as Word documents, PowerPoint presentation, PDF files, etc..

The default value is set to ‘On’.

 

Enable Chat

Enabling the Chat module activates the chat capability for users within the organization. 

The default value is ‘On’.

 

Enable Likes

Enabling the​ Likes module​ allows users to mark Items in the system as 'Like' and view 'Like' counters in the organization.

The default value is ‘On’.

 

Enable Digital Proofing

Select the Enable Digital Proofing option to enable digital proofing capabilities, provided that the organization has proofHQ licenses 

Note:

Disabling the Digital Proofing will stop all active proof processes!

The default value is ‘Off’ unless Digital proofing was installed.

 

Enable Digital Proofing external collaboration

Enabling this option will generate a Digital Proof email that allows both Clarizen users and external collaborators to access the file for proofing.

When disabled, creation and update of proofs will not generate an automatic email and proof review & approval will only be available to Clarizen users.

The default value is set to ‘On’.

 

Link attachments to objects

Clarizen allows you to upload links, shortcuts to networked files, and actual files, to be viewed in and attached to relevant cases, projects, resources etc.

The Link attachments to objects setting defines what of the various options is enabled:

  • Allow All – All upload options are available
  • Allow upload of files – Enables you to upload various files in accordance with the system limitations (see File TypesStorage Capacity and Adding Files for more information). you will not be able to attach shortcuts to networked files. 
  • Allow Creation of Shortcuts – Enables you create and attach shortcuts to files saved on your network. actual files will not be uploaded to the system.
  • None – Files can only be linked via external web based storage sites or website links.
Note:

In all of the options, files can be linked via external web based storage sites or website links depending on the setting defined in the Allow Linking of Google Docs and Box.com option.

The default value is 'Allow All'.

 

Allow linking to external storage

Clarizen allows you to link files via external web based storage sites and attach them to relevant cases, projects, resources etc.

The Allow Linking to external storage setting defines what of the various options is enabled:​

  • Allow All – Allows files to be linked via Google Docs and Box.com 
  • Google Docs – Allows files to be linked via Google Docs 
  • Box – Allows files to be linked via Box.com
  • None – Prevents files from being linked to external storage sites

 

The default value is 'Allow All'.

 

Allow direct access to files from Discussion emails

Clarizen allows you to define whether or not files related to a discussion email can be viewed without accessing the Clarizen app.

Enable the Allow direct access to files from discussion email option to allow access or download of related files directly from a discussion email without having the need to login to Clarizen

The default value is 'Off'.

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

 

Work Management Settings

Work Management Settings

This section defines the various settings defining work management behavior and includes the following options:

 

 

Work policy behavior

The Work policy behavior option defines the way the work plan policy is implemented in the system.

The option selected remains fixed while the remaining two are calculated by Clarizen: 

  • Fixed Work
  • Fixed Duration
  • Fixed Units

 

The default value is 'Fixed Duration'.

​​ 

Task Reporting Policy

Define the Task reporting policy setting to define how task Reporting is calculated; per individual resource or shared for all of the task's resource pool.

The value selected remains the default setting used for all new Clarizen projects.

The default value is 'Shared'.

 

New item report policy

Define whether or not you can enter timesheet reports for new work items. 

New Work Items are normally defined not reportable and therefore unavailable for reporting in Timesheets

If set to ‘On’, items are not reportable and will not be available in the time sheet subsystem

The default value is 'Off'.

 

Parent item reschedule notification

Defines whether the rescheduling options window is displayed when rescheduling a parent item that has manually set Sub-Items.

The default value is 'On'.

 

Automatic calculation of percent complete based on efforts

Defines whether the system will continue to calculate % complete using actual effort and remaining effort.

If disabled, % complete will be updated either manually or as a result of the work items under the task.

​The default value is 'On'.​

 

Actual effort updated from timesheet

Specify whether or not to activate automatic Actual Effort calculation based on Timesheet entries for new Projects.

This setting defines the default for new Projects.

Enable the Actual effort updated from timesheet option to activate automatic calculation of Actual Effort based on Timesheet entries for new Projects.

The default value is 'Off'.

 

Actual end date calculation

Project end date calculation can be performed automatically.

The Actual end date calculation setting defines if and how automatic calculation is performed.

  • Don't automatically calculate – Requires you to manually set the Actual End Date
  • Set to last available work day and time – Automatically calculates the last work day and time based on the item's projected work 
  • Set to current date and time – Defines the Actual End Date as the current date and time 

 

The default value is 'Set to last available work day and time'.

 

Expense roll-up

In order to better manage a project, Clarizen allows ​expenses incurred to be added to the costs of work items or projects.

Enable the Expense roll-up setting to add the cost of expenses incurred to the costs of work items or projects.

The default value is 'On'.

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Multiple managers

This property enables the Multiple Manager functionality which allows adding one or more Manager to a project or a work item.

By default, the property is turned off.

For more information about the functionality and additional configuration, refer to Multiple Managers for projects and Work Items.

Dependencies based on selection order

The Dependencies based on selection order setting defines the order in which dependences are created between work items in the work plan.

For more information about the functionality and additional configuration, refer to Dependencies based on selection order.

Resource Management Settings

Resource Management Settings

This section defines various settings regarding the way resources are handled in the system and includes the following topics:

 

 

Assign from organization pool

Resources are divided into two lists, the entire organization resource list and a project based resource list, both types of lists are available in the Resource Tab and individual resources can be assigned to projects from there.

During the creation of a project, managers can access the resource pool from the Project tree,  for easy assignment of resources to the project.

Enabling the Assign from organization pool option provides managers with the ability to access their organization's entire Resource List directly within the project tree. When disabled, managers will only have access to the project resource pool.

The default value is 'On'.

 

People can assign themselves to work items

Define if and how people can assign themselves to work items created by others anywhere in the system. If the work item is reportable, they will be able to report time for work performed.

The options are:

  • Assign resource and split work
  • Assign resource with 0 unit – "0 unit" will only be applied when assigned from Time Tracking or creation of new Time Entry, otherwise will split work equally
  • Don't Allow

 

The default value is 'Assign resource and split work'.

 

Resources can add work items

When creating a project you can define how much flexibility resources assigned to a task have when creating work items.

Define the Resources can add work items permission level:

  • Allow – Enables resources to create any type of sub-task; Projects, Tasks, and Milestones under the project for which he is defined as a resource
  • Allow under Tasks  – Enables resources to create sub-tasks and milestones under a task for which he is defined as a resource
  • Allow under Tasks  & Milestones – Enables resources to create sub-tasks under a task or milestone for which he is defined as a resource
  • Do not Allow  – Does not allow resources to create sub-tasks at all

 

The default value is 'Allow'.

 

Time & Expense users can add reportable tasks

Defines the permission level of Time & Expense users for the creation of new reportable tasks.

There are three available options:

  • All (DEFAULT) –  allow time and expense users to create new reportable tasks. 
  • To Do List –  allow time and expense users to create only to do list tasks
  • None –  do not allow creation of new reportable tasks by time and expense users

 

The default value is 'All'.

 

Display parent work item in the Resource Load grid

Defines whether to display parent work items in the Resource Load grid.

To display the parent work item in the Resource Load display grid enable the Display parent work item in the Resource Load grid setting.

The default value is 'Off'.

 

Display variance in Resource Load grid

Defines whether to display variance when viewing the Resource Load by remaining effort.

Enable the Display variance in Resource Load grid to show variance (resource load conflicts) when displaying the Resource Remaining Effort.

The default value is 'Off'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Budget Management

Budget Management

This section defines the various settings defining Budget settings and includes the following options:

 

Budget_Management_System_settings.png

 

Enable multicurrency

Enabling the​ ​Multi Currency Support activates support of multi-currency in the organization and at the project level.

Once this feature has been turned on, it cannot be turned off.

This feature needs to be enabled in order to define currencies in the Global settings.

The default value is set to ‘Off’

 

Enable budget management

Enabling the Budget module, allows you to manage the project's budgeted and actual cost. 

The default value is ‘On’.

 

Auto calculate budget using progress and resource Rates

When enabled, a work item’s actual cost is calculated as a function of its progress and resource rates.

The default value is ‘On’.

 

Recalculate revenue and cost for completed work items

When enabled, Clarizen recalculates revenue and cost fields automatically for completed work items.

The default value is ‘On’.

 

Enable Financial Planning

When enabled, will add the Non-Labor Resource object into Clarizen allowing you to do time phase project financial planning.

The default value is ‘Off’.

Once this feature has been turned on, it cannot be turned off.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Email settings

Email settings

This section defines various email related organization behavior and includes the following settings:

 

 

Outbound email notification address

Define the Outbound email notification address to be added to the BCC field of all emails sent from Clarizen.​

This enables the Trackit feature which helps trace all email communication.

The default value is 'blank'.

 

Send system triggered emails on behalf of

Define the default sender for Clarizen system triggered emails (Progress Update, Time Tracking Reminders, Daily Notifications, Project Management Alerts)

The default value is 'blank'.

Please see 'Note' below.

 

Send users triggered emails on behalf of the users

Users can trigger system emails to be sent from the system, (e.g,  update requests)  enabling the Send users triggered emails on behalf of the users option allows the administrator to determine whether each email should be sent on behalf of the Initiator or on behalf of the Clarizen system.

The default value is 'On'.

 

Note:

Some systems include spam blocking mechanisms that detect and block ‘on behalf of’ email. 
To prevent this, you may add Clarizen's IP or range of IPs to your organization’s white listing where system@clarizen.com mail is sent from.

 

Automatic notification subscription of case creator, owner, assignee and evaluator

Users associated with a case, Creator, Owner, Assignee and Evaluator , can be automatically notified of any change to the case, events such as ‘State changed’, ‘Assignment changed’ and `My Assignment’.

Select the Automatic notification subscription of case creator, owner, assignee and evaluator option to assign automatic notification.

You can Manually set case notification for each individual user in the Cases module.

The default value is 'Off'.

 

Send timesheet approval reminders

Define whether or not the system will send approval reminders for timesheets awaiting approval

Enable the Send timesheets approval reminders option to send notifications to Approvers for Timesheets awaiting approval.

The default value is 'Off'.

 

Send expense approval reminders

Clarizen automatically sends expense approval reminder emails to the user's manager(s), and notifies the user once his expense sheet has been approved.

Disable the Send expenses approval reminders setting​ to prevent all expense notifications. Expenses awaiting approval are not sent to the approver, nor are notifications sent to the submitter that Expense Sheets have been approved.

The default value is 'On'.

 

Show item ID in emails

Enabling the Show item ID in emails option will display a column that includes the Item ID on the Quick Update form, opened from within Progress Report emails.

The default value is 'Off'.

 

Minimum image size in Trackit

Trackit helps trace all email communication, in order to prevent the automatic addition of signatures to the emails sent by the system, define the signature's file size (in kilobytes) in the Minimum image size in Trackit setting. 

The default value is '5'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Reply to TrackIt

By default, the setting is not enabled. When enabled, if you receive an email from Clarizen (for example, an update on a case), you can use Reply instead of Reply All to respond back to Clarizen. The email you send using Reply appears in the Emails panels for the related object.

Click to learn more.

InterAct Settings

InterAct Settings

Define the email InterAct messaging behavior.

 

Additional settings for the InterAct module are required and are found in the InterAct Settings chapter.

 

​Enable InterAct

Enabling the​ InterAct module activates ​the InterAct functionality in the organization.

The default value is ‘On’.

 

Internal message submission confirmation

To help the struggle against spoofing, sending messages by licensed users using InterAct requires authentication in the form of a confirmation message for each email sent to InterAct.

You can eliminate the confirmation message to improve user experience by disabling the Internal message submission confirmation option.

The default value is 'On'.

 

Email to Case submission Confirmation

The InterAct Module enables users outside of the organization to issue cases to Clarizen directly from their email.

In order to improve the user experience of the customer sending the case confirmation messages are not required by default, however if at any time, you wish to improve security and prevent spoofing, you can enable the Email to Case submission Confirmation​ option, so that external users receive a submission confirmation message for each email sent to InterAct.

The default value is 'Off'.

 

Confirmation message lifespan

The Confirmation message lifespan field defines how many days Confirmation Message Emails remain in the Clarizen system before automatically expiring.

The default value is '1'.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Progress Report Settings

Progress Report Settings

This section defines the progress reporting policy and includes the following options:

 

 ​​

Progress Reporting

Define if and how Progress Reporting emails is available in the system.

Set the Progress Reporting setting, the options include:

  • None – When Selected does not send out progress report emails
  • Send Reminder – When Selected progress report emails will be sent according to the defined schedule reminding users to update their progress
  • Update-able Report – When Selected progress report emails will be sent according to the defined schedule ​with an update form and links embedded in the email based on the email definitions selected.

 

The default value is 'Update-able Report'.

 

Actual dates can be reported directly from email progress report

The system sends automatic or user generated Progress Report emails, the content of the email includes a link to a form reporting progress, this option defines whether or not actual completion date is reportable. 

Enabling the Actual dates can be reported directly from email progress report option includes the 'Actual Start Date' and 'Actual End Date' columns in the Quick Update form which is accessed from the Progress Report emails.

The default value is 'Off'.

 

One-Click Progress Reporting on All Active Tasks

The automatic or user generated Progress Report email can include a link which when clicked matches the expected progress with the current progress for all active tasks.

Turn the One click progress reporting on all active tasks option on to allow Users to match their 'Current Progress' with the 'Expected' for all active Tasks with one click on the link added to the Email Progress Report Request.

The default value is 'Off'.

 

Actual and remaining effort reporting

Enabling the Actual and remaining effort reporting option includes the 'Actual Effort' and 'Remaining Effort' columns in the Quick Update form which is accessed from the Progress Report emails.

The default value is 'Off'.

 

Percent completion reporting

Enabling the Percent completion reporting option includes the '% Completed' column in the Quick Update form which is accessed from the Progress Report emails.

The default value is 'On'.

 

Expected percentage progress

Define the Task's expected progress interval between periodic reporting (in percents), Whatever the threshold is set to it increases by the same increment for each 'reporting period', for a progress report scheduled for twice a week with a 25% trigger the system will look for an update of 50% on the second email, 75% the next and so on.

The value entered affects the One-Click Progress Reporting on All Active Tasks setting. 

For example, the progress report was scheduled for twice a week on Monday and Friday, with a 25% trigger value. You have a task scheduled for 100 work hours, on the Monday email the report is looking for at least 25h of actual effort, If the resource has reported less than 25h, the task will appear in the periodic report email, however if they reported 25h or more the task is excluded from the email. On Friday the expected actual effort will be 50 or more hours, once again if the expected effort was not reached the task will be included in the mail but if 50 hours or more were reported, the task will be excluded from the progress report email.

Type the  interval value (percents) in the Expected percentage progress field.

The default value is '25'.

 

Include only executable tasks in scheduled emails

Some tasks have dependencies, if the dependency tasks are not completed, the task is not executable. 

Enabling the Include only executable tasks in scheduled emails setting displays only active items for executable tasks.

The default value is 'Off'.

 

Send Report Schedule

Define the Progress Reporting Email Schedule

Time of Day 

Define the preferred time of day time to send the email reporting email, type the desired hour in the Progress Email - preferred hour field.

Enter whole hour values from 00:00 to 23:00. If left empty or an invalid value is entered (for example 25:00), the system will revert to the default time.

The default value is '02:00'.

 

Day of the Week

Select the day(s) on which the Progress Reporting Email will be sent out.

The default value for all of the days is 'Off' except for Monday.

 

Select Send progress reminder email on Monday to send a notification email on Task progress each Monday.

The default value is 'On'.

Select Send progress reminder email on Tuesday to send a notification email on Task progress each Tuesday.

Select Send progress reminder email on Wednesday to send a notification email on Task progress each Wednesday.

Select Send progress reminder email on Thursday to send a notification email on Task progress each Thursday.

Select Send progress reminder email on Friday to send a notification email on Task progress each Friday.

Select Send progress reminder email on Saturday to send a notification email on Task progress each Saturday.

Select Send progress reminder email on Sunday to send a notification email on Task progress each Sunday.

 

Progress report email expiration

Define the completion report's lifespan in work days in the Progress report email expiration field.

After the Defined number of work days the if the progress report was not filled, the Progress Report email will expire and be deleted from the system.

The default value is '3'.

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Time Tracking Settings

Time Tracking Settings

This section defines the way the system tracks work as well as other time tracking report settings and includes the following options:

 

 

Time reporting on future work items

Specify whether or not to allow reporting work not performed yet.

Enabling the  Time reporting on future work items option, allows users to report work hours on future Work Items that had not started yet.

The default value is 'On'.

 

Time reporting on Completed work items

Specify whether or not users can report work hours on work items already marked as completed.

Enable the Time reporting on Completed work items option to allow reporting of work hours on Completed Work Items.

The default value is 'Off'.

 

Time reporting on Draft work items

Specify whether or not users can report work hours on work items defined as Draft.

Enable the Time reporting on Draft work items option to allow reporting of work hours on Work Items defined as draft.

The default value is 'Off'.

 

Time reporting on work items marked On Hold

Specify whether or not users can report work hours on work items marked as "On Hold".

Enable the Time reporting on work items marked On Hold option to allow reporting of work hours associated with Work Items marked as On Hold.

The default value is 'Off'.

 

Auto-submit timesheets

Specify whether or not to activate automatic submission of time entries at the organizational level. Each individual has the ability to override this setting for themselves in the user's Timesheet module setting.

Enabling the Auto-submit timesheets option, will allow users to automatically submit time entries whenever an entry is made by people in the organization.

Note:

This setting is not relevant when the Approval Flow option is set to Auto submit and approve

The default value is 'Off'.

 

Exchange rate time stamp

Indicates what time stamp should be used for the exchange rates selection.

The Exchange rate time stamp option has two available values:

  • Reporting Time (DEFAULT)  –  The date of the exchange rate is based on the time the timesheet entry was made
  • Approval Time  –   The date of the exchange rate is based on the time the timesheet entry was approved

 

The default value is 'Reporting Time'.

 

Include leaf milestones and projects

The Include leaf milestones and projects determines whether to include standalone milestones and projects. 

Enable the option to include milestones and projects with no Sub-Work Items (such as Sub-Tasks) in Timesheets.

The default value is 'Off'.

 

Approval flow

There are three Timesheet approval process options:

  • Require approval (DEFAULT) – requires both submission and approval of time entries, financial calculations will be based only on approved hours.
  • Require only submit – time entries are automatically approved, only submission is required to initiate financial calculations 
  • Auto submit & approve – once entered, time entries are automatically added to the work item efforts. This option enables updating of time entries at any time without requiring you or your manager to Reopen a Timesheet.

 

The default value is 'Requires approval'.

 

Direct managers can approve timesheets

The Direct managers can approve timesheets option determines whether or not direct managers can approve timesheets even if they are not defined as FinancialAdmin or Super Users.

Enable to provide a User's direct manager with approval privileges for timesheets of subordinateness.

The default value is 'On'.

 

Project managers can approve timesheets

Define whether or not Project Managers and managers at the same level of the project manager can approve timesheets submitted by Users assigned to their projects

Enable the Project managers can approve timesheets option to allow approval by project managers.

The default value is 'On'.

 

Resource can reopen or delete approved timesheets

Define whether or not resources are allowed to re-open or delete a timesheet which was already approved.

Enable the Resource can reopen or delete approved timesheets option to allow resources to manage approved Timesheets.

The default value is 'Off'.

 

Send Update Schedule

Select the day(s) on which the Update Timesheet Email will be sent out.

The default value for all of the days is 'Off'.

Select Send Timesheet update reminder email on Monday to send a reminder to update timesheets each Monday.

Select Send Timesheet update reminder email on Tuesday to send a reminder to update timesheets each Tuesday.

Select Send Timesheet update reminder email on Wednesday to send a reminder to update timesheets each Wednesday.

Select Send Timesheet update reminder email on Thursday to send a reminder to update timesheets each Thursday.

Select Send Timesheet update reminder email on Friday to send a reminder to update timesheets each Friday.

Select Send Timesheet update reminder email on Saturday to send a reminder to update timesheets each Saturday.

Select Send Timesheet update reminder email on Sunday to send a reminder to update timesheets each Sunday.

 

  • Once the settings are defined, c lick  located below and to the right of the System Settings screen.

 

Expense Settings

Expense Settings

Define the various expense sheet and expense approval settings.

For more on expense sheets click here

For more on expense approvals click here

The optional settings are:

 

 

Enable expense sheet approval process

Only approved expenses are used for financial calculations.

When the Enable expense sheet approval process setting is enabled, users Expense Sheets are submitted for approval by a manager.

If left unchecked, once the expense sheet is submitted by the user it will automatically be marked as approved.

The default value is 'On'.

 

Expense sheet approval by direct managers

Note:

Requires that the Enable expense sheet approval process setting be enabled in order for it to take affect.

Enabling the Expense sheet approval by direct managers, gives the user's direct manager authorization to approve the user’s Expense Sheets.

When this option is not checked (and approval is necessary), either the users' task manager, project manager, or financial user will need to approve the expense sheet. 

The default value is 'On'.

 

Expense sheet approval by project managers

Note:

Requires that the Enable expense sheet approval process setting be enabled in order for it to take affect.

In order to better manage a project, Clarizen allows Project Managers to approve expense sheets associated to their project, when submitted by users assigned to the project.

Checking the Expense sheet approval by project managers setting enables project managers and managers associated to a project to approve Expense Sheets submitted by users assigned to their projects.

The default value is 'On'.

 

Expense sheet approval by financial users

Note:

Requires that the Enable expense sheet approval process setting be enabled in order for it to take affect.

Enabling the Expense sheet approval by financial users setting allows users with Financial Permissions to approve the Expense Sheets of all other users in the system.

The default value is 'Off'.

 

Limited daily allowance for expenses

When enabling the Limited daily allowance for expenses option, if a  Per Diems ​Expense Category is selected in a daily expense sheet, only travel  (such as ‘Airfare', 'Taxis', 'Local Transportation'  and 'Train/Bus’) expense categories can be added for that day (in addition to the per diam expense).

For example, a user is traveling abroad on business in a company that has a limited daily allowance policy. When submitting his expense report he put in a per diem expense in his daily report, he then wishes to add an unexpected hotel expense and additional travel expenses. The travel expenses will be registered in the expense sheet, however when he will try to register the hotel expense he will receive an error stating that the expense category is not allowed.

The default value is 'On'.

 

  • Once all of the settings are defined, click  located below and to the right of the System Settings screen.

Alert Settings

Alert Settings

Define the various System Alert options:

 

 

License expiration notification

Select who will be notified on impending license expiration from the License expiration notification list. 

Notifications are displayed in the "Alerts" module and sent as emails.

When the "All Users" option is selected, each individual user will receive an alert regarding their own licensing status.

The default is set to 'All Users'

 

Alert Super Users on new user creation

Enabling the Alerts Super Users on new user creation field, sends a notifications to Super Users ​when new users are added to their organization.

The default value is ‘Off’.

 

Alert Super Users on Projects

Enabling the Alert Super Users on projects option results in the super user receiving alerts from all projects, including projects in which they have no role.

The default value is ‘Off’.

 

Unassigned resource alert period

Set the value of Unassigned resource alert period (days) in order to define the number of days a project manager receives Alerts prior to a task's scheduled Start Date if no resources have been assigned.

The default value is ‘7’.

 

Resolved alert display duration

The Resolved alert display duration field defines the number of days for which resolved alerts remain displayed in the related panels.

The default value is  set to ‘14’.

 

Enable email alerts

Select Enable email alerts to enable email notification at the organization level. If set to off, Alerts email notifications are not sent to users.

The default value is ‘On’.

 

Email alert repetition of high severity alerts

Define the number of days high severity alert notification are repeated. Set the value (in days) in the Email alert repetition of high severity alerts field.

The default value is ‘7’.

 

Email alert repetition of low severity alerts

Define the number of days low severity alert notification are repeated. Set the value (in days) in the Email alert repetition of low severity alerts field.

The default value is ‘7’.

 

Notify on dependency completion

Enabling the​ Notify on dependency completion field generates an automatic email once work item dependency predecessors are completed, the email is sent to the work items' resources and their managers notifying them that it is possible to start working on the work item.

The default value is ‘Off’.

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

Mobile Settings

Mobile Settings

Define the various mobile related settings:

 

 

Mobile one time login

Defines whether to allow automatic re-login on the mobile app, disabling this setting will require the user to manually login every time he accesses the mobile app provided that the session was closed

The default value is ‘On’.

 

Save mobile cache

The mobile device can work in one of two ways; it can save data on the mobile’s Cache or receive all of the data from the network, without saving any data in the mobile device itself.

This setting defines whether to allow caching of the Mobile app in the mobile device.

The default value is ‘On’.

 

  • Once the setting is defined, click  located below and to the right of the System Settings screen.

Clarizen Labs

Clarizen Labs

You can directly enable beta previews of new features, as they become available, in the Clarizen lab section of the system settings.

Define whether to opt-in to Beta preview releases of our newest features:

 

 

Enable Calendar View

Enabling this setting allows organization users to test the new Beta preview release of the Calendar View feature before it is fully released to all Clarizen customers.

The default value is 'Off'

 

  • Once the settings are defined, click  located below and to the right of the System Settings screen.

 

Have more questions? Submit a request

Comments

Powered by Zendesk