Email notifications – XTM UI setup
Introduction
In XTM Cloud, you can change the settings for email notifications to suit your needs. Some default settings are applied from the moment the account has been created but, provided you have the Administrator role, you can easily change them in Configuration → Settings → Email → Email.
Specifics
Host → The email server address. The XTM Cloud server is set by default. It does not require authentication because emails will be sent from XTM International's internal server. If you experience problems with SPAM messages, we recommend you set your own mail server.
Port → The number to be used along with the server host. This field is empty by default and it uses the default server port (22). It can be changed if an external mail server must be used.
Authentication → If this option is selected, messages are sent from the email address (the user, password are checked). If not, then messages are sent from the specified mail server without authentication.
User → The name of the email account that is used to send messages. By default, the field is empty and it uses the default user: “noreply@xtm-intl.com”.
Password and Re-enter new password → Use these fields to change the password for the specified email account.
TLS → If this option is selected, the TLS protocol is used with SMTP host communication.
TLS (Transport Layer Security) is a cryptographic protocol that provides end-to-end communications security over networks and is widely used for Internet communications and online transactions. It is an IETF standard that defines measures to prevent eavesdropping, tampering and message forgery. Common applications that employ TLS include web browsers, instant messaging, e-mail and voice over IP.
Mail subject prefix → Text entered here will prefix all email subjects. This might be useful for setting up email filters.
Default email sent from name → The sender's name will be displayed in the From field in the email as the email account name.
Workflow emails sent from name → Select one of the 3 options: the default value (entered above), the user's first name and last name or the user's username.
Workflow emails sent from address → Select one of the 2 options: the default value (entered above) or the user's email address.
Attach contact footer → If this is selected, a footer will be attached to the email. The footer contains a message informing you a message has been generated automatically and can be ignored. It also displays the website URL, which you can use to see more details.
Send copies of all emails to Administrator → Select this checkbox to activate this function.
Send workflow emails to linguists even when the project is not started → If selected, XTM Cloud notifies linguists that they have been assigned to or unassigned from a project that has not been started.
Use due date of one workflow step as a start date of the next → It specifies due dates for workflow steps to indicate when subsequent workflow steps will begin.
Sort tasks in linguist emails by → Choose whether tasks should be sorted by file names or task status, in emails to linguists.
Show all assigned tasks in linguist email (not only changed tasks) → Select this option to send notification emails to linguists that include all their assigned tasks.
Do not list unchanged jobs in linguist's emails when project consists of more than → If the number of jobs to show in emails to linguists exceeds the number selected from the dropdown list, use this option to hide unchanged jobs in the list.
Show all jobs in PM email (not only changed) → Select this option to send notification emails to project managers that include all project tasks that they are responsible for managing.
Do not list unchanged jobs in pm emails when project consists of more than → If the number of jobs to show in emails to Project Managers exceeds the number selected from the dropdown list, use this option to hide unchanged jobs in the list.
Do not use PM notifications for limited PMs → Select this option to reduce the number of notification emails sent to limited project managers (LPMs).
Group tasks in emails to PMs by → Choose whether tasks should be grouped by file name or language in emails to project managers.
Configuring project's email privacy
In Configuration → Settings → Email → Project's email privacy, you have the option to specify what data exactly should be visible in email notifications for:
limited project managers (LPMs),
customer project managers (CPMs),
subcontractors (LSPs).
Select relevant items from the respective dropdowns.
