Notification information fields
Every notification email has an information block: the details of the record that changed, such as who a task is assigned to, its due date, and its status. This page lists, for each kind of record, the fields you can show in that block. Choose few: people read the change first, and a long block hides it. Super Administrators set the fields, and so can users whose group allows them to manage configuration.
These fields are part of the Notification Manager. Without it, the same choice is in Settings › General configuration › Notifications. See Notifications without the Notification Manager.
Jump to:
- Choose the fields
- The groups of fields
- Fields by record type
- Good practice
- Example: what a project manager sees on a task
Choose the fields
- Go to Settings › Notifications and alerts › Notification information fields.
- Expand a record type, such as Task. The number next to it is how many fields are checked.
- Check the fields the email shows, and uncheck the others. Use Search fields... to find a field, and Select all or Select none within a group.
- Click Save.
- Open Email previews to see the result. See Notification emails.
Each record type has its own fields; start with the Recommended ones.
The groups of fields
| Group | What it holds |
|---|---|
| Recommended | A starting set for notification emails, fixed by EVX Software for each record type. It is checked by default. |
| Classifications | Inside Recommended. Shows the members the record is classified in. Check dimensions under it to show only those, such as Projects and Labor categories. The dimensions listed are your firm's. |
| Details | More properties of the record, such as its type. Only some record types have it. |
| Other fields | Every other field of the record: dates, who changed it, amounts, and system fields. |
Expand all and Collapse All open and close every record type at once.
Fields by record type
The dimensions under Classifications below are those of a sample firm. Yours show your firm's dimensions.
Task
| Group | Fields |
|---|---|
| Recommended | Assigned to, Classifications, Description, Due date, Name, Priority, Status |
| Details | Type |
| Other fields, people and dates | Archived on, Assigned by, Assigned on, Completed by, Completed on, Created on, Start date, Updated on, Mark as started |
| Other fields, time | Estimated time, Total estimated time, Worked time, Total worked time, Billable worked time, Billable total worked time, Non-billable worked time, Non-billable total worked time, Remaining time, Total remaining time, Percent completed, Is manual percent completed |
| Other fields, money | Estimated cost, Estimated price, Estimated revenue, Executed cost, Earned value, Invoiced amount, Invoicing status, Is billable, Is fixed fee; estimated cost, estimated revenue, executed cost, and earned value are also split into expenses and labor |
| Other fields, self and subtasks | The same costs, revenue, and earned value for the task alone (Self) and for its subtasks (Subtasks), split into expenses and labor, and whether each is calculated (Is calculated) |
| Other fields, structure and repetition | Id, Order, Parent task, Is template, Type content, Move direction non-working days, Repeat by, Repeat day, Repeat end, Repeat forever, Repeat month, Repeat number, Repeat year |
Milestones
| Group | Fields |
|---|---|
| Recommended | Classifications, Description, Due date, Name |
| Other fields | Archived on, Completed on, Created on, Id, Is template, Is urgent, Updated on |
Events
| Group | Fields |
|---|---|
| Recommended | Classifications, Description, End, Name, Start |
| Other fields | Archived on, Created on, Id, Organizer, Private, Uid, Updated on, Repeat day, Repeat day of week, Repeat end, Repeat forever, Repeat hour, Repeat month, Repeat month jump, Repeat number, Repeat week number, Repeat year |
Notes
| Group | Fields |
|---|---|
| Recommended | Classifications, Name, Text |
| Other fields | Archived on, Created on, Id, Type content, Updated on |
Link
| Group | Fields |
|---|---|
| Recommended | Classifications, Description, Name |
| Other fields | Archived on, Created on, Id, Updated on, Url |
Files
| Group | Fields |
|---|---|
| Recommended | Classifications, Description, Name |
| Other fields | Archived on, Checked out on, Created on, Id, Is locked, Is visible, Updated on, Url |
People
| Group | Fields |
|---|---|
| Recommended | Classifications, Name |
| Other fields | Archived on, Birthday, Created on, Department, Display Name, First Name, Surname, Id, Is Company, Is confidential, Is disabled, Is resource type user, Last activity, Last login, Last visit, Notes, Updated on, Username |
Companies
| Group | Fields |
|---|---|
| Recommended | Classifications, Name |
| Details | Color, Description, Type |
| Other fields | The fields of People, plus Job title |
Time entry
| Group | Fields |
|---|---|
| Recommended | Classifications, Description, Name |
| Other fields, who and when | User, Task, Start time, End time, Ignore time start, Paused time, Created on, Updated on, Archived on, Id |
| Other fields, hours | Worked time, Regular time, Overtime, Double overtime, Regular time (billing), Overtime (billing), Double overtime (billing) |
| Other fields, cost and billing | Billing category, Billing cat. status, Billing rate (hr), Cost category, Cost rate (hr), Is manual billing, Is manual cost, Total billable, Total cost, Invoice, Invoicing status |
Mail
| Group | Fields |
|---|---|
| Recommended | Classifications, Subject |
| Other fields | Account email, Archived on, Created on, From (email address), From name, Has attachments, IMAP Folder name, Id, Received date, Sent date, Size, State |
Good practice
- Keep the Recommended fields unless people ask for more. They answer what changed, where, and who has it.
- Under Classifications, check one or two dimensions, such as Projects. Every checked dimension adds a line.
- Leave out system fields such as Id, Uid, and Order. They mean nothing to most readers.
- Add money fields, such as Estimated cost or Total billable, only if everyone who receives the email may see them.
Example: what a project manager sees on a task
A firm keeps the Recommended task fields and checks only Projects and Job phases under Classifications. It adds Estimated time and Total worked time, so a project manager sees in the email whether a task is running over. It leaves out cost fields, because field staff receive the same email.
What you can do next
- Notification email templates to change the subject and layout.
- Notification emails to see where the information block goes.
- Notifications configuration for the other settings.