Notify vendors about the nearing deadline

Owned by Oksana Vishchuk
Last updated: Jul 03, 2024
3 min read

Introduction

On the XTRF Platform, it is possible to send e-mails to vendors near the deadline of a job so they can speed up their work or inform their project manager in case they are not able to finish the job on time.

After you configure this functionality as described below, no extra action is needed to inform vendors about the nearing deadlines. The notifications will be sent automatically for each job listed in step I.6. at the time you select in step I.5.

The notifications can be sent at specific times:

  • When half of the time between the job start date and time and the job deadline has passed

  • When 5/6 of the time between the job start date and time and the job deadline has passed

  • Exactly at the job's deadline.

The start and deadline dates of projects and tasks are not relevant in this context.

For notifications to be sent, the E-mail/Text Message to Vendor: When job's deadline is nearing event in Configuration menu → Templates → Notifications → Events tab has to be enabled.

I. Set up e-mail notifications in the Configuration menu

  1. Sign in to the XTRF Home Portal.

  2. Go to the Configuration menu → Projects and Quotes → Settings → Notifications and Alerts tab.

  3. Click the Edit button.

  4. Check the Notify Vendors about Nearing Job Deadline box. Additional fields will appear.

  5. Select at least one of the following options to enable the notifications:

    • When 1/2 of the Time Is Over

    • When 6/7 of the Time Is Over

    • At Deadline
      The mentioned 'Time” is the period between the job start and the deadline date and time.
      If no option is selected, no notifications are sent.

  6. In the Applicable to the Following Job Types section, add the jobs about which you want to send notifications.

  7. Click the Save button.

II. Configure the e-mail notification

  1. Go to the Configuration menu → Templates → Notifications → Templates tab.

  2. Locate and open the E-mail/Text Message to Vendor: When job's deadline is nearing template.

  3. Provide the desired Sender, Recipient, and the CC of the notification.

  4. (Optional) Edit the e-mail body according to your needs.

  5. Click the Save or Save and Exit button.

To restore the default content of the e-mail notification, click the Restore E-mail and text message button under the e-mail body section.