Change Alerts

The Change Alerts extension adds Notify when this changes to every task. It is pre-checked for Agencies & Studios, Professional Services, IT & Managed Services and Field & Trades, and offered everywhere else. It is different from Follow, which tells you about comments.

Who and when

• Notify me, or add someone to notify: a person, a team, or an outside email address such as a client (outside addresses come with the Team plan; everything else is on every plan).
• For each one choose when: moved to another column, due date changed, assigned, completed, edited.
• And how: bell, email or a chat message. Outside addresses get email only.
• Inventory & Assets items have a Watch button: stock moves, an item crosses its reorder point, is reserved or released on a deal, changes holder or location, or a warranty or service date is within 14 days.
• Several quick changes arrive as one message, about 90 seconds after the last change and at most 15 minutes later.
• Adding an outside address needs a manager of the task's project or somebody who manages members. Sending chat notices to other people needs somebody who manages members.
• A milestone move that drags several watched tasks sends one notice per person, not one per task.

The email

Edit email sets a subject and message with placeholders ({subject}, {change}, {details}, {from}, {to}, {project}, {link}, {actor}, {workspace}); the preview shows what a member and an outside reader see. The owner and people who manage members can Save as preset, shared across the workspace.

What outside readers never get

• A link, a private project's name, costs, holders, locations, assignee names or customers.
• Mail outside the working day: it waits for 07:00 to 20:00 in the workspace's zone, shares the workspace's outside-mail allowance, and carries a one-click unsubscribe. An unsubscribe holds for that whole workspace, and a task editor cannot undo it.

Members are told only about tasks and items they can open, and their email follows Do not disturb and quiet hours. Every message is recorded on the task's or item's activity. On the phone, a task has Notify me and Stop notifying me.