Introduction
XTM sends out emails to particular users, depending on the role, when certain events happen in the system, particularly in relation to project progress.
IMPORTANT!
There is a possibility to alter what email notifications a given XTM user can receive. Such a change can be implemented by the XTM Support team on a given client's account, on the back-end side.
Email recipients
Below you will find a handful of information as to when a notification is sent to a user with a given role.
Emails regarding the project are sent to users associated with this project:
Creators of the project;
Project managers (PM);
Customer’s Project watchers;
Customer PMs (CPM);
Assigned linguists;
Assigned subcontractors (LSP);
The below table presents some of the most common events taking place in XTM as well as users to whom the respective emails are sent.
| ROLE OF THE RECIPIENT | ||||||
|---|---|---|---|---|---|---|---|
EVENT | ALL USERS | PROJECT MANAGER (PM) | PM - PROJECTS & CUSTOMERS (LPM) | PM - PROJECT CREATOR & VIEWER (LPM) | CUSTOMER PM (CPM) | LINGUIST | CUSTOMER’S PROJECT WATCHER |
New user created | ✔ |
|
|
|
|
|
|
New project created (analysis finished) |
| ✔ | ✔ if creator | ✔ if creator | ✔ |
| ✔ |
New task allocated and started |
| ✔ |
|
|
| ✔ | ✔ |
Task deactivated |
| ✔ |
|
|
| ✔ | ✔ |
Task finished * |
| ✔ |
|
|
| ✔ | ✔ |
Task declined * |
| ✔ |
|
|
| ✔ | ✔ |
Task declined when a user is deleted |
| ✔ |
|
|
|
| ✔ |
Task reopened |
| ✔ |
|
|
| ✔ | ✔ |
Task reassigned |
|
|
|
|
| ✔ | ✔ |
Task deleted |
|
|
|
|
| ✔ | ✔ |
Password Reminder | ✔ |
|
|
|
|
|
|
Due dates |
| ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
Group task allocated |
|
|
|
|
| ✔ |
|
Group task accepted |
| ✔ |
|
|
| ✔ |
|
Group task rejected after accepting |
| ✔ |
|
|
| ✔ |
|
Allocation order group task rejected by linguist |
| ✔ |
|
|
| ✔ to next linguist in line | ✔ |
Project finished to PM |
| ✔ |
|
|
|
| ✔ |
Last linguist task changed |
| ✔ |
|
|
|
| ✔ |
Project confirmed |
| ✔ | ✔ | ✔ |
|
|
|
IMPORTANT!
Events marked with a * mean that the email is sent after an action by the linguist and it is only sent for active tasks.
Who becomes a Project Manager of the project?
In order to for a user to become a Project Manager of a given project, certain conditions have to be met.
If a project is created by a user with the Project Manager role, that project's creator automatically becomes its Project Manager.
If a project is created by LPM/CPM, then a user who is assigned to the Customer under whom the project is created in Customer editor → Edit → Basic information → Project Manager (Customer’s Project Manager), becomes its Project Manager.
If a project is created by LPM/CPM, but the Customer under whom the project is created has no user assigned in Customer editor → Edit → Basic information → Project Manager (Customer’s Project Manager), the project has no manager!
Project Manager can be set manually in the project after its creation by a user in Project Editor → General info → Project Manager.
If a project is created by a Contractor, and Contractor has a user assigned on LSP account in Users → LSPs → LSP Editor → General → Project Manager, then that user becomes its Project Manager (on the LSP account).
If a project is created by a Contractor, and Contractor has no PM assigned on LSP account in Users → LSPs → LSP Editor → General → Project Manager, then project has no manager (on the LSP account).
IMPORTANT!
Please, distinguish between Customer's Project Manager and Customer PM (CPM)! These are two separate roles with different email notification rights.
Customer's Project Manager is a user assigned to a specific Customer in Customer editor → Edit → Basic information → Project Manager.
Customer PM (CPM) is a user created for a particular Customer in Customers → Customer PMs.
Comparison of email notifications in projects with and without its Project Manager
The below two tables depict presence or absence of an email notification once a certain action is triggered, depending on whether or not a project has its Project Manager.
DOES THE USER RECEIVE AN EMAIL? | PROJECT HAS ITS PROJECT MANAGER | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| PROJECT MANAGER (PM) | PM - PROJECTS & CUSTOMERS (LPM) | PM - PROJECT CREATOR & VIEWER (LPM) | CUSTOMER PM (CPM) | ||||||
ACTION ON PROJECT | creator | project’s Project Manager | customer’s Project watcher | creator | customer’s Project watcher | creator | customer’s Project watcher | creator | customer’s Project watcher | only CPM |
CREATE / REANALYSE / PREPROCESS | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
UPDATE |
| ✔ | ✔ |
| ✔ |
| ✔ |
| ✔ |
|
FINISH | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
DOES THE USER RECEIVE AN EMAIL? | PROJECT DOES NOT HAVE ITS PROJECT MANAGER (created by LPM/CPM, and the Customer had no a user assigned in Customer editor → Edit → Basic information → Project Manager) | |||
|---|---|---|---|---|
ACTION ON PROJECT | All PROJECT MANAGERS (PM) | ALL PMs - PROJECTS & CUSTOMERS (LPM) | ALL PMs - PROJECT CREATOR & VIEWER (LPM) | ALL CUSTOMER PMs (CPM) |
CREATE / REANALYSE / PREPROCESS | ✔ | ✔ | ✔ | ✔ |
UPDATE | ✔ | ✔ |
|
|
FINISH | ✔ | ✔ | ✔ | ✔ |
Good to know!
Please, see below a couple of other vital points to bear in mind while dealing with XTM email notifications.
If the project has no user assigned in Project Editor → General info → Project Manager, then emails are sent to all client's PMs and LPMs.
If in Projects → Project editor → Workflow, we uncheck the option Email users assigned and then update the project, nobody gets an email about this update.
The project's Project Manager who performs an action on project does not receive an email.
The Customer's Project watcher who performs an action on project does receive an email.
The Customer’s Project Manager does not receive emails. They just become the project's Project Manager if the project creator is LPM/CPM.