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Create an alert to get notified when a file or folder changes in SharePoint - Microsoft Support - Question Info
Project Online does have a slightly different feature set than Project Server — and one feature that I know many of you are missing is the task notifications and reminders. As we now replicate the tasks from the plan to the Project site there are some ways to get some of this functionality back via that list — and one of our Virtual Technical Specialists, and Partners, Ray Letts from Arbutus Solutions, has shared some details of how he achieves this for his customers.
Also Doug Welsby — one of our Senior Solution Specialists — has shared some extra steps to ensure you can get these alerts to the right e-mail addresses if you do not also happen to use the associated Exchange Online domain for e-mail.
I know plenty of you are reading and thinking — yes, but we wanted that feature. This article will show how we can enable notifications on task changes to team members for Project Online. Project Online has a lot of great new features. One of the new features we can use in Project Online is the new SharePoint feature that alerts can be triggered off of a view. Previously alerts were based on changes to items in the list or library as a whole.
Now by having views in the mix we can have smarter alerts that trigger based on a variety of conditions that fit your business process. By default Project Online does not send emails to resources when they are assigned to a task.
Some people want this feature on and some do not want to read the many emails that can possibly come in. So we can be a little creative and use this new functionality to give people what they want, notifications or not, in a self-serve manner that will make everyone happy.
One new feature essential to this is that Project Online synchronizes tasks for a project to the project site Task list as well as Outlook tasks but that is another storyline. To do this we just have to perform a couple of steps. Choose the options you like on this page to get notifications immediately as you please.
The important area we are discussing is what changes to send alerts for. Just go in and immediately save it with no changes. Above is the email alert I received by just adding myself to the task. You can see what fields were changed and all. Now that Project Online synchronizes tasks in a schedule to the project site tasks list and now that SharePoint allows views based off of alerts we can be creative and link the two features to send alerts that match your business to the right people.
Now for some extra points contributed by Doug Welsby around setting the right e-mail address for your notifications:. I had to modify this domain name in my email address attribute in order to start receiving alerts at my microsoft. Thanks again to Ray and Doug for sharing. I am certainly anticipating that I might get quite a few comments on this topic and we certainly welcome the feedback.
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