Configuring Task Due Date Notifications

The owner of a route or Bookmark Root can have the system notify people as task due dates approach and the tasks have not yet been completed. The owner can choose to notify task assignees, route owners, and can specify when these notificationswill be sent. These options apply to all routes for the Bookmark Root and all of its Bookmarks. For other apps, these options apply to the route they were created on.

Notifications are managed by 3DNotification. You can view notifications in the Notification Center, and you can select to receive email notifications. Notifications include links to the route or task. Links for routes open the properties for the route in Route Management and links for tasks open in Collaborative Tasks. For more information, see Social and Collaborative: Enterprise Modeling and Execution: Route Management: 3DNotifications for Routes and Tasks.

Note: Notifications also show in Me > Messages. Your administrator can disable messages here. In addition, your administrator can configure your system so that links for routes and tasks open in Collaboration and Approvals instead of Route Management or Collaborative Tasks.

Required access roles: If you have access to a route, you have access to its tasks.

The system indicates that tasks are late by changing the task status from green to red if the assignee does not complete it by the due date. When at least one task is late, the route's status changes from green to yellow. If the last task in the route is overdue, the route status changes to red.

Before you begin: Access a Routes list or the Properties page for a specific route. For more information, see Routes Page and Routes Summary Page or Route Properties Page.
  1. From the Actions menu or toolbar, click Set Task Escalation .
  2. Select the people you want to send notifications to.

    The Task Assignees include anyone who is currently the task assignee, which could be the original assignee or a delegate. The Project Leads include the Bookmark Root owner and all project owners (for Project Management only).

  3. Choose the notification times and dates. The default is the exact due date and time for the task (0 hours and days from the due date/time).

    If required, change the notification time and date for any checked groups. Define the relative time before or after the task due date/time that the notifications will be sent, use the Escalate on Due Date lists.

    • Use the first list to indicate if the time will be added (+) or subtracted (-) from the due date/time.
    • Use the Days list to choose the number of days to add or subtract from the due date.
    • Use the Hours list to choose the number of hours to add or subtract from the due time.

    For example, suppose that you want to notify task assignees 2 days before the task due date; route owners, 6 hours before; and Project Leads, 1 day after. You would fill in the page so it looks like this:

       Task Assignee    - 2 Days 0 Hours
       Route Owner      - 0 Days 6 Hours
       Project Lead     + 1 Days 0 Hours

    The host company determines how frequently the system will check the task due dates. Depending on the specified frequency, the notifications may be later than the time offset established. For example, if the system only checks every 2 hours, the notifications could be as much as 2 hours later than the time specified here.

  4. Click Done.