Email Notification

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JanKrebs
Posts: 8
Joined: Thu Aug 02, 2012 2:41 pm

Email Notification

Postby JanKrebs » Thu Aug 02, 2012 3:11 pm

Hello Artem,
I have now been evaluating etraxis for a few weeks and I am a big fan of your work. It's just a simple and beautiful tracking tool which let's the full power to design the templates and the associated workflows to me. Many thanks to you for your work and for your decision to share it with the community.

So now my request:
What quite differs from other tracking tools (I know ) are the emailing functions. I haven't yet found the function to subscribe to 'Inform me when a record is assigned to me' . The functions to get informed if any record of a certain template is created or changed or moved to a certain state (as I understand the functions in the Subscription menu) maybe nice for the project manager or an administrator (like me), but my other contributors (like business requester/testers etc.) get annoyed if they receive to many emails (of tickets that they are not assigned to) or they even stay away (if they are not informed at all).
How to achieve that every registerd user (no matter if configured by the admin or by the user itself) gets a message whenever he is assigned a record to work on, but not more?

Many thanks for your support and (if needed) enhancement.
Jan

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Artem
eTraxis Support
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Joined: Mon Sep 15, 2008 2:51 am
Location: Auckland, New Zealand
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Re: Email Notification

Postby Artem » Thu Aug 02, 2012 9:55 pm

Hello Jan,

Thank you for your feedback!

Regarding notifications - users always receive notification about records they have been assigned or working on, no matter whether they have corresponding subscription. The notification about some event is sent to a person in any of following cases:
  1. A person is an author of the record. So, author of the record receives notifications for all events of this record.
  2. A person is a current responsible of the record. User, assigned to the record, receives notifications for all events of this record until it is assigned on somebody else.
  3. A person has a personal subscription, which is created to receive notifications about events of this particular type, and the subscription is activated.
  4. A person has been subscribed to this particular record by another person. If someone (let's name him John) thinks that another one (let him be Dan) might be interested in the record, then John can press "Subscribe others" button in the record, choose Dan in the list of users, and press "OK". After that Dan will receive notification that he was subscribed to the record #xxx by John. Since that moment Dan will receive notifications of all events of this record, until he unsubscribes himself. Also, anyone can subscribe himself by clicking "Subscribe" button (and unsubscribe back at any time later). This is similar to "Watchers" feature in other tools, just named differently.
The only exception from these cases is when a person is originator of the event. It means that you never receive notification about actions, which are made by yourself.

So, users will always be informed when something is assigned on them, and will be kept informed about all changes while they are assigned.
Best regards,
Artem

JanKrebs
Posts: 8
Joined: Thu Aug 02, 2012 2:41 pm

Re: Email Notification

Postby JanKrebs » Fri Aug 03, 2012 9:31 am

Ok, that's great..maybe I missed that, as I was creating a few accounts for membership in different groups and constantly logged-in/logged- with different accounts. :P

One more question regarding permissions on states:
Why can I use only groups, but no roles for the permissions to assign someone as a responsible. And why the author is always in thel ist of possible assignnees?

For Example I have a state "Ticket Review/QA" and a group "QualityManager". In the end of my process people must assign the record to one of the quality managers which will decide to close the ticket or to reassign it back to someone who worked on the ticket and did not document his actions properly.

In this process people should only be allowed to assign the record to a quality manager, not to someone else, not to the author.
In the turn back, the quality manager should only be allowed to assign the record to someone who once was a responsible for the ticket.

I think I would need the following enhancements then to design that flow:
a) Author is not a default assignee of the record
b) Roles can be chosen for responsible-permissions too. (This will allow me to explicit model if I really want it to be assigned back to the author)
c) New Role: "Former Responsible" or "Involved" including all people ever been assigned responsible on the ticket?

Thanks in advance for having a look at this!
Jan

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Artem
eTraxis Support
Posts: 227
Joined: Mon Sep 15, 2008 2:51 am
Location: Auckland, New Zealand
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Re: Email Notification

Postby Artem » Sat Aug 04, 2012 12:05 am

Good point! Actually, the list of possible assignees is always appended with current user, not with the author. But I think it doesn't change the situation significantly and you are right - the list should not be appended with neither author not current user until it's explicitly specified in the template.

Regarding b and c - I completely agree. Taking in account my current plans, it could be implemented this Autumn. If it's OK for you, I will appreciate if you submit a couple of "Feature Requests" at the project's tracker - one for b (roles as responsibles) and another for c (new role).
Best regards,
Artem


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