How do email notifications work in XTM Cloud?
Introduction
XTM Cloud sends out emails to particular users, depending on their role, when particular events occur in the system, particularly in relation to project progress.
You can configure which email notifications a particular XTM Cloud user can receive. Such a change can be implemented by the XTM International Support team on a particular client's account, in the back-end.
Email recipients
Below you will see information about when a notification is sent to a user with a particular role.
Emails about the project are sent to users associated with that project:
Creators of the project;
Project managers (PM);
Customer’s Project watchers;
Customer PMs (CPM);
Assigned linguists;
Assigned subcontractors (LSP);
The table below presents some of the most common events that take place in XTM Cloud, and the users to whom the individual 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 |
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New project created (analysis finished) |
| if creator | if creator |
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New task allocated and started |
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Task deactivated |
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Task finished * |
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Task declined * |
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Task declined when a user is deleted |
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Task reopened |
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Task reassigned |
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Task deleted |
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Password Reminder |
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Due dates |
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Group task allocated |
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Group task accepted |
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Group task rejected after accepting |
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Allocation order group task rejected by linguist |
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| to next linguist in line | ||
Project finished to PM |
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Last linguist task changed |
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Project confirmed |
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IMPORTANT!
If events are marked with an asterisk *, the email for them is sent after an action by the linguist and is only sent for active tasks.
Who becomes a Project Manager for the project?
General rules
For a user to become a Project Manager for a specific project, certain conditions must 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 an LPM/CPM, a user who is assigned to the Customer for 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 an LPM/CPM but the Customer for 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!
A user can set the Project Manager in the project manually, after creating it in Project Editor → General info → Project Manager.
If a project is created by a Contractor, and the Contractor has a user assigned in the 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 the Contractor has no PM assigned in the LSP account in Users → LSPs → LSP Editor → General → Project Manager, then project has no manager (on the LSP account).
IMPORTANT!
Ensure that you distinguish between the Customer's Project Manager and Customer PM (CPM)!These are two separate roles with different email notification rights.
The Customer's Project Manager role is a user assigned to a specific Customer in Customer editor → Edit → Basic information → Project Manager.
The Customer PM (CPM) is a user created for a particular Customer in Customers → Customer PMs.
Comparison of email notifications in projects with and without a Project Manager
The two tables below demonstrate the presence or absence of an email notification once a particular action has been triggered, depending on whether or not a project has a 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 |
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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 |
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FINISH | ||||
Good to know!
See below a couple of other vital points to bear in mind while dealing with XTM Cloud email notifications.
If the project has no user assigned in Project Editor → General info → Project Manager, then emails are sent to all the client's PMs and LPMs.
If in Projects → Project editor → Workflow, we deselect the Email users assigned option and then update the project, nobody receives an email about this update.
The project's Project Manager, who performs an action on the project, does not receive an email.
The Customer's Project watcher, who performs an action on the 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 the LPM/CPM.