Post

10 followers Follow
-1
Avatar

Updating Progress Report via Email

Updating Progress Report via Email

ProjectMail is the coined termed used by Clarizen to define progress reporting which enables you and team members to update the progress of tasks via email.

Progress Reporting emails are either sent automatically (according to set system settings) or may be sent manually from a selected work item.

Before Progress Reporting can be implemented system settings must be configured.

The two type of tasks that are reported are:

  • Current active tasks
  • Pending active tasks that will be active by the next report sent

 

Once the email is sent, there is a system setting parameter which defines the number of validity days to which the email report form may be sent back for the system to update the progress of the tasks. 

Note:

There may be a situation when the system does not let you update the progress from within received email. Following are several reasons why it may happen:

  • Progress Report email valid time have expired
  • A new Progress email have already been sent to you
  • You have already updated you progress
  • Project data have been changed and not tasks require your attention

 

If progress reporting from a task is sent manually, then the user can only view their active tasks and not upcoming tasks.

Using the ProjectMail function, you can update your progress on the work items without actually having to log into the system. Thereafter the updated information is entered to the system and the respective project is updated accordingly.

The following process describes how to update the % completeness of work items once you've received a progress report email.

Once you've received a Progress Report Email from Clarizen, select one of the three options: 

  • Quick update - opens a reporting form page where you can manually update the % completeness of tasks within each numeric field.
  • My Progress is according to Plan - if you click this link, the report that is detailed in the email is verified within the system. A screen is displayed that the progress according to the plan is updated successfully.
  • Log Into Clarizen - login into the Clarizen system and update the project tasks from the work plan of the relevant project

 

If you choose to manually update, you can enter the % completed or the days of actual effort and remaining effort. The data that is entered is automatically adjusted accordingly in the work plan. For example if you entered remaining effort 10 days, the due date for that specific task is adjusted accordingly.

If there is more than one resource assigned on a task, then all resources are sent a Progress Report. The report is updated in a sequential order of those who update the report.

For configuring system settings related to progress reporting via emails see details in topic on task completion reporting policy.

The following conditions must be met before a progress report email is sent:

  • System settings are set
  • Every resource assigned to a work item where 'Email Allowed' is set will receive an progress report
  • Sent to manager of a work item
  • If recipient is both a manager on a work item and also an assigned resource on a deferent work item, they will then receive one email with a summary of the progress report for all work items to which they assigned.

 

The system updates the latest details. 

Clarizen Team Answered

Please sign in to leave a comment.

27 comments

0
Avatar

At the moment this email can only be configured to go out between 1 and 7 times per week, not once every 2 weeks. You can force progress emails to go out every two weeks with customizations, but they will not be a batch email with all tasks broken down by project like our automated emails.

Josh Santos 0 votes
0
Avatar

Can I push a consolidated progress report email to a single user outside of the automated timeframe?

Andrea Lafferty 0 votes
0
Avatar

This is not customizable at the moment, but we are planning to open up these emails to customization in the future.

Josh Santos 0 votes
0
Avatar

Our subcontractors would like to know their previous updates (progres including text). I believe it's easier to update, when you know what was writen before. Is it possible to have it?

Andrzej Sawicki 0 votes
0
Avatar

Our subcontractors would like to know their previous updates (progres including text). I believe it's easier to update, when you know what was writen before. Is it possible to have it?

Andrzej Sawicki 0 votes
0
Avatar

If they have licenses then they can simply log in, go to any work item, and see the full list of the notes they have posted.  You can also use the Audit Trail app to see changes in % completion over time.

Josh Santos 0 votes
0
Avatar

With more licenses - yes, I know. But If you give an option to update progress, for any e-mail user, It would be good to have info about previous records.

 

I understand, that it;s not possible, and it won't be.

Andrzej Sawicki 0 votes
0
Avatar

This will not be possible for email-only users, I think this comes down to more of a business decision, not a technical one.

Josh Santos 0 votes
0
Avatar

Can these progress report mails be set up just to be sent to e-mail only users? 

 

And can the Notes field be removed?

Business case: We might bring in customers to to our projects and in rare cases use sub-contractors without wanting to this to be visible to the customer. If they start adding (internal) notes this may be a problem.

Peter Fjelsten 0 votes
0
Avatar

These will be customizable in the future, but you cannot remove notes at the moment.  If you bring in customers, you may want to consider only sharing high level information such as Roadmaps (maybe even Gantts).

Josh Santos 0 votes
0
Avatar

And is "scheduled progress reports" for e-mail only users?

We want to use Clarizen as a collaboration tool with out customer and for this we want for them to get access to Clarizen så they can join discussions and add issues.

I believe this is the way Clarizen is officially moving - but I am impatient. :-)

Peter Fjelsten 0 votes
0
Avatar

The scheduled progress reports apply to ALL users, not just email-only users.  However, this is just one single batch email, not an email for every task that people are working on.  Users would never get more than one a day (the schedule is based on the system settings).

Josh Santos 0 votes
0
Avatar

Hi,

I need am hoping for an answer to an on-going issue. As the ADMIN I am getting several emails stating that end-users are NOT receiving their progress update emails even when their task are CRITICAL and requires a progress report. WHAT is the likeihood of this problem occurring...the standard emails are set for Tuesdays and Thursdays...Thanks in advance.

 

PS: This is NOT happening to select members of mass of the global community on-going. ----the it starts back then it stops.

Abby Clarizen Senior Admin 0 votes
0
Avatar

I wondered what the plans were to make these emails configurable in future (as mentioned in the email from last year).  I'd like to add Customer Name.

Laura Marks 0 votes
0
Avatar

Hi,

 

We have subcontracts with long duration tasks (30 -45 days), they do not provide progress updates on a regular basis as those tasks are done by another subcontractor but would like a reminder a week before the task due date .Can I trigger this e-mail (not just an e-mail reminder) from a work flow for a specific user so they can update Clarizen from this e-mail rather than looking for the automated  (setting 9.11-9.16) one they already got with all their tasks.

 

Thanks

Matti Herzberg 0 votes
0
Avatar

Just to clarify the question , can I change the subject line on the body of the progress e-mail triggered for a work flow (i.e something like..your task is due in a week...) so the user can distinguish between the regular progress update e-mail and this one

Matti Herzberg 0 votes
0
Avatar

Navigation Menu Question ---- Please tell me how to hide/display a custom action / or MISC item on the blue navigation menu on the left?

Abby Clarizen Senior Admin 0 votes
0
Avatar

Abby, I would create a new topic for this question (you would need to make custom actions at the organization level to add items to this menu).

Josh Santos 0 votes
0
Avatar

Hello and great day!

Just checking - any updates on the ability to customize the Update Request email text or to add custom fields?

Thank you

 

 

Keith Gibson 0 votes