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Enabling and Disabling Event Notifications

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As a system administrator, when you enable event notifications for an event type at the global level as described in this section, all users receive email notifications for those events. 

Users can enable or disable email notifications, as described in "Configuring Email Notifications."

Setting Event Notifications

  1. Click Setup in the upper-right corner of the Workfront interface.
  2. Expand Email, then click Notifications.
  3. Click the Event Notifications tab.
  4. Select the event type for which you want to enable or disable notifications.
  5. (Conditional) To disable notifications for the event type, click Deactivate.
  6. (Conditional) To enable notifications for the event type, click Activate.
    event_handlers_NEW_activate_button.png
    A check mark is displayed in the Active column next to event types for which notifications are enabled. To see the default status for an event, see "Event Notification Descriptions and Default Statuses."
  7. (Optional) Click the name of an event notification to customize the subject line of the email notification. For more information about customizing the subject lines of email notifications, see "Customizing Email Subjects for Event Notifications."

Event Notifications Descriptions and Default Statuses

As a system administrator, you can enable the following event notifications. Users can then configure what notifications they should receive in their user profile. For more information about how to configure email notifications at the user level, see "Configuring Email Notifications."

The following table lists all of the event notifications that a system administrator can enable at the system level, a brief description of the event, and whether the event is active or inactive by default:

Active 

Object Type

Event

Description

Default Status

Action Needed

User

Access Request to User

Someone requests access from me.

Active

 

Document

 

Document Request Add to Requestee

Request me to upload document(s).

The Document Requestee receives an email notification when he or she receives a request to upload a document.

Active

Document

Document pending approval to approvers

I need to approve a document.

Active

Issue

Issue Assignment to Issue Assigned To

I'm assigned to an issue.

The issue assignee receives an email notification only if the status of the project is Current and the status of the issue is not Closed or something that equates with Closed.

Users with a Review license do not receive a notification.

Inactive

Issue

Issue Pending Approval to Approvers

I need to approve an issue.

Which users receive an email notification for this event depends on whether the 'Approver not required to be on the project team (for approval processes that include a role)' setting is enabled (as described in "Establishing Approval Settings"). 

If this option is enabled, an email notification is sent to all users in the system with the 'Approver' Job Role.

If this option is disabled, only project team members with the 'Approver' Job Role receive an email notification.

A notification is sent only if the project status is Current.

Inactive

Issue

Issue Pending Approval to Delegated Approver

I need to review an issue approval I've been delegated.

When someone delegates an issue approval to another user, that user is notified. 

A notification is sent only when the project is in the Current status.

Active

Project

Project Pending Approval to Approvers

I need to approve a project.

Which users receive an email notification for this event depends on whether the 'Approver not required to be on the project team (for approval processes that include a job role)' setting is enabled (as described in "Establishing Approval Settings"). 

If this option is enabled, an email notification is sent to all users in the system with the 'Approver' Job Role.

If this option is disabled, only project team members with the 'Approver' Job Role receive an email notification.

Inactive

Project   Project Pending Approval to Delegated Approver 

I need to review a project approval I've been delegated.

 Active

Task

Task Assignment to Task Assigned To

I'm set as the primary assignee of a task.

The Task Assignee receives an email notification if he or she is made the primary assignee of the task, unless the assignee is the user who made the assignment.

A notification is sent if the project status is Current and the task is not marked Complete.

Users with a Review license do not receive a notification.

Inactive

Task

Task Pending Approval to Approvers

I need to approve a task.

Which users receive an email notification for this event depends on whether the 'Approver not required to be on the project team (for approval processes that include a role)' setting is enabled (as described in "Establishing Approval Settings"). 

If this option is enabled, an email notification is sent to all users in the system with the 'Approver' Job Role.

If this option is disabled, only project team members with the 'Approver' Job Role receive an email notification.

A notification is sent only if the project status is Current.

Inactive

Task

Task Pending Approval to Delegated Approver

I need to review a task approval I've been delegated.

When someone delegates an issue approval to another user, that user is notified. 

A notification is sent only when the project is in the Current status.

Active

Timesheet

Timesheet Re-opened to User

My timesheet is re-opened.

The Timesheet Owner receives an email notification when the timesheet is re-opened, unless the user who re-opened the timesheet is also the owner of the timesheet.

An email notification is sent only if the timesheet status is Open.

Users with a Review license do not receive a notification.

Inactive

Timesheet

Timesheet Rejection to User

My timesheet is rejected.

The Timesheet Owner receives an email notification when the timesheet is rejected, unless the user who rejected the timesheet is also the owner.

An email notification is sent only if the timesheet status is Rejected.

Users with a Review license do not receive a notification.

Inactive

Timesheet

Timesheet Submission to Approver

I need to approve a timesheet.

The Timesheet Approver receives an email notification when a timesheet that I need to approve is submitted, unless the user who submitted the timesheet is also the Timesheet Approver.

A notification is sent only if the status of the timesheet is Submitted.

Inactive

Assignment

Work Item Request to Team

My team gets a new work request.

Team Members receive an email notification when the team receives a new work request. (The user who submitted the request does not receive a notification if he or she is a member of the team.)

A notification is sent only if the project status is Current or Planning and the Work Request status is New.

Users with a Review license do not receive a notification.

Active

Assignment

Work Item Request to Work Item Assignee

I get a new work request.

The assignee of the work item receives an email notification, unless the user making the request is also the assignee. 

A notification is not sent if the task status is Complete or the issue status is Closed.

Users with a Review license do not receive a notification.

Active

Requests I Have Made

Document

Document Approval Status Change to Requestor

A document approval request is completed.

The Document Requestor receives an email notification when the document approval request is completed.

Active

Document

Document Request Complete to Requestor

A document upload request is fulfilled.

The Document Requestor receives an email notification when  a request to upload a document is fulfilled.

Active

Issue

Issue Add to Issue Primary Contact

I add an issue to a project.

The primary contact on an issue receives a notification when he or she adds an issue in a project.

A notification is sent only if the project status is Current or Planning.

Inactive

Issue Issue Assignment to Issue Primary Contact

Someone is assigned to an issue for which I'm the primary contact

The primary contact on an issue receives a notification when the issue is assigned to a user. 

A notification is sent only if the project status is Current or Planning.

 Inactive

Issue

Issue Completion to Issue Primary Contact

An issue for which I'm the primary contact is completed.

A notification is sent only if the project status is Current or Planning.

Inactive

Project

Project Status Change to Entered By

The status changes on a project I created.

The user who created the project receives an email notification when the project status changes.

Inactive

Issue

Request Add to Issue Primary Contact

I submit a request (confirmation).

The Primary Contact on the issue receives an email notification when he or she submits an issue.

A notification is sent only if the project status is Current and if the project is using a 'Is Help Desk' View.

Active

Issue

Request Assignment to Issue Primary Contact

Someone is assigned to my request.

The primary contact of the issue receives an email notification when a user is assigned to the issue, unless the primary contact and the assigned user are the same user.

A notification is sent only if the project status is Current and if the project is using a 'Is Help Desk' View.

Active

Issue

Request Closed to Issue Primary Contact

My request is closed (confirmation).

The issue's primary contact receives an email notification when the request is closed.

A notification is sent only if the project status is Current and if the project is using a 'Is Help Desk' View.

If the notifications for "issue completion" are enabled, they will always trigger instead of the "Request closed to Issue Primary Contact." If you want this notification to trigger, you must disable the "issue completion" notifications. (this is according to Scot G. on this story: https://hub.workfront.com/task/view?ID=56cef0aa0146c7b7d2e91828a38b015f)

Active

Document

Request Document Add to Issue Primary Contact

A document is changed or uploaded on an issue for which I am the primary contact.

The issue's primary contact receives an email notification when a document is uploaded or changed on the issue, unless the user who uploaded or changed the document is also the primary contact.

A notification is sent only if the project status is Current and if the project has the 'Publish as Help Request Queue' enabled on the Queue Setup tab. For more information on publishing  a project as a Help Request Queue, see "Understanding Queue Details (Issue Form)."

Active

Issue

Request Status Change to Issue Primary Contact

The status changes on my request.

The primary contact of the issue receives an email notification when the issue status changes, unless the user who changed the status is also the primary contact.

A notification is sent only if the project status is Current and the project is using a 'Is Help Desk' View.

Active

Communication

Note

Request Note Add to Issue Primary Contact

When a comment is posted on a request, email the issue primary contact.

The primary contact for an issue receives an email notification when a comment is posted on a request, unless the user who posted the comment is also the primary contact for the issue.

Any users who are directly included on the comment also receive an email notification.

A notification is sent only if the project status is Current.

Active

User

Someone includes me on a directed update

A directed update is when a user specifically includes another user in an update, as described in "Including Others on Updates."

In this case, the user who is included in the directed update receives an email notification about the update.

The email notification is sent only if the user has access rights to the object and is not the same user that enters the update. 

This event notification is enabled by default and cannot be disabled.

Active

Team

Someone includes my team on a directed update

Someone includes my team on a directed update.

A directed update is when a user specifically includes another user in an update, as described in "Including Others on Updates."

In this case, any member of the team that is included in the directed update receives an email notification about the update.

The email notification is sent only to users who have access rights to the object of the update.

If the user sending the directed update is a member of the team being included, the user sending the update does not receive an email notification.

Active

Note

Work Item Comment to Thread Participants

Someone comments on a thread I'm in.

Participants in the thread and users who are included in a direct message receive an email notification when a user makes a comment in the thread.

Users must have View access to receive a notification.

The following users do not receive a notification:

  • Teams that are included in a direct message

  • The owner of the Note

  • The Primary Contact

Active

Note

Work Item Comment to Work Item Assignee

Someone comments on one of my work items.

The assignee of the work item receives an email notification any time a user adds an update to a work item, unless the user who adds the update is also the assignee. 

Active

Note

Work Request Reply To Work Requester

Someone replies to my request.

After a user submits a request and another user replies to that request, the user who submitted the request receives an email notification.

An email notification is not sent if:

  • The user who replies is the same user who made the request

  • The user does not have access to see the note

Active

Approval Information

User

Approval Delegation to Another User

I'm delegated as an approver.

Active

Issue

Delegated Issue Approval Status Change

A delegated issue approval request is completed. 

When you delegate an issue approval to someone else, you receive an email notification when they finish that approval (whether they approve or reject the issue approval). 

Active

Project

Delegated Project Approval Status Change

A delegated project approval request is completed.

When you delegate a project approval to someone else, you receive an email notification when they finish that approval (whether they approve or reject the project approval).

Active

Task

Delegated Task Approval Status Change

A delegated task approval status is completed.

When you delegate a task approval to someone else, you receive an email notification when they finish that approval (whether they approve or reject the task approval).

Active

Document

Document Approval Cancel to Approver

A document approval request is canceled.

The Document Approver of the document receives an email notification when the document approval request is canceled.

Active

Timesheet

Timesheet Approval to User

My timesheet is approved.

Inactive

Information about Work Assigned to Me

Task

All Predecessor Task Completion to Task Dependents

All predecessors of my tasks are completed.

The task assignee receives an email notification.

Users with a Review license do not receive a notification.

Inactive

Issue

Approval decision to issue assigned to

An issue I resolve is approved or rejected.

The assignee of an issue receives an email notification when an approval decision is made (approved or rejected).

Users with a Review license do not receive a notification.

Inactive

Task

Approval decision to Task Assigned To

A task I complete is approved or rejected.

The task assignee receives an email notification when the task is approved or rejected.

A notification is sent only if the project status is Current.

Users with a Review license do not receive a notification.

Inactive

Issue

Issue Completion to Issue Assigned To

An issue I'm assigned to is completed.

A notification is sent only if the project status is Current or Planning.

Users with a Review license do not receive a notification.

Inactive

Issue

Issue Planned Completion Date changed

The due date changes on an issue I'm assigned to.

The issue assignee receives an email notification when the Planned Completion Date changes, unless the user who changed the Planned Completion Date is also the assignee.

A notification is sent only if the project status is anything other than Planning.

Active

Issue

Issue Status Change to Issue Assigned To

The status changes on one of my work items.

The assignee of the issue receives an email notification when the status changes, unless the user who changed the status is also the assignee.

A notification is sent only if the project status is Current.

Users with a Review license do not receive a notification.

Active

Document

Request Document Add to Issue Assigned To

Documents are uploaded or changed on requests I'm assigned to.

The issue assignee receives an email notification when documents are uploaded or changed on an issue he or she has added.

An email notification is not sent if the user who entered the issue is the issue assignee.

A notification is sent only if the project status is Current and if the project has the 'Publish as Help Request Queue' enabled on the Queue Setup tab. For more information on publishing  a project as a Help Request Queue, see "Understanding Queue Details (Issue Form)."

Active

Task

Task Completion to Task Assigned To

A task I'm assigned to is completed.

The Task Assignee receives an email notification when the task is completed. Notifications are not sent when a personal task is completed.

A notification is sent only if the project status is Current.

Users with a Review or Requestor license do not receive a notification.

Inactive

Task

Task Completion to Task Dependents

A predecessor of one of my tasks is completed.

The task assignee receives an email notification when one of their task's predecessors has been completed.

Users with a Review license do not receive a notification.

Inactive

Task

Task Planned Completion Date Changed

The due date changes on a task I'm assigned to.

The Task Assignee receives an email notification when the Planned Completion Date of the task changes, unless the user who changed the Planned Completion Date is also the Task Assignee.

A notification is sent only if the project status is anything other than Planning.

No notification is sent regarding personal tasks.

Active

Task

Task Status Change to Task Assigned To

The status changes on a task I'm assigned to.

The Task Assignee receives an email notification when the status of the task changes, unless the user who changed the status is also the assignee.

A notification is sent only if the project status is Current.

Users with a Review license do not receive a notification. 

Inactive

Information about Projects I'm On

Project

Current Project Status Change to Project Team

A project I'm on becomes active.

Users on the project receive an email notification when the project becomes active.

Inactive

Document

Document Add to Project Team

A document is added to a project I'm on.

Users on the project team receive an email notification when a document is added to the project, except for the user who added the document.

A notification is sent only if the project status is Current and the document is not Private. 

Inactive

Issue

Issue Add to Project Team

An issue is added to a project I'm on.

Users in a project receive an email notification when an issue is added to the project.

A notification is sent only if the project status is Current.

Inactive

Issue

Issue Completion to Project Team

An issue is completed on a project I'm on.

Any user on the project receives a notification.

A notification is sent only if the project status is Current or Planning.

Inactive

Task

Milestone Task Completion to Project Team

A milestone task is completed on a project I'm on.

All users on the Project Team receive a notification when a milestone task is completed. 

A notification is sent only if the project status is Current or Planning.

Inactive

Project

Project Completion to Project Team

A project I'm on is completed.

Users on a project team receive an email notification when the project status is Complete.

TIP If projects are completed regularly, enabling this option can create a lot of email for users who have a limited number of tasks on many projects. 

Inactive

Project

Project Status Change to Project Team

The status changes on a project I'm on.

Users on the Project Team receive an email notification when the status of the project changes. 

Inactive

Project User

Project User Add to Project User

I'm added to a project.

The user who was added to the project receives an email notification when he or she is added, unless the user added himself or herself to the project.

A notification is sent only if the project status is Current.

Inactive

Task

Task Completion to Project Team

A task is completed on a project I'm on.

Members of the project team receive an email notification.

A notification is sent only if the project status is Current.

Inactive

Issue

Unassigned Issue Added to Project Team

An unassigned issue is added to a project I'm on.

Users on a project receive an email notification when an unassigned issue is added to the project.

A notification is sent only if the project status is Current.

Inactive

Information about Projects I Own

Document

Document Add to Project Owner

A document is added to a project I own.

The Project Owner receives an email notification when a document is added to the project, unless the user who added the document is also the Project Owner.

A notification is sent only if the project status is Current and the document is not Private.

Users with a Review license do not receive a notification.

Inactive

Issue

Issue Add to Project Owner

An issue is added to a project I own.

The Project Owner receives an email notification when an issue is added to the project.

A notification is sent only if the project status is Current or Planning.

Users with a Review license do not receive a notification.

Inactive

Issue

Issue Commit Date Change to Project Owner

The commit date changes for an issue on one of my projects.

The Project Owner receives an email notification when the Commit Date changes for an issue on the project, unless the user who changes the Commit Date is the same user as the Project Owner.

Active

Issue

Issue Completion to Project Owner

An issue is completed on a project I own.

The project owner receives an email notification.

A notification is sent only if the project status is Current or Planning.

Users with a Review license do not receive a notification.

Inactive

Task

Milestone Task Completion to Project Owner

A milestone task is completed on a project I own.

A notification is sent only if the project status is Current or Planning.

Inactive

Project

Project Owner Assignment to Project Owner

I'm set as the owner of a new project.

When a user is assigned as the owner of a project, that user receives an email notification.

If the project owner is the same user who made the assignment, an email notification is not sent

Inactive

Project

Project Progress Change to Project Owner

A project I own gets behind.

The project owner receives an email notification when the project is behind schedule.

Inactive

Task

Task Commit Date Change to Project Owner

The commit date changes for a task on one of my projects.

The Project Owner receives an email notification when the Commit Date changes for a task on the project, unless the user who changed the Commit Date is also the Project Owner.

Active

Task

Task Completion to Project Owner

A task is completed on a project I own.

The project owner receives a notification. 

A notification is sent only if the project status is Current.

Inactive

Task

Task Progress Change to Project Owner

A task on a project I own gets behind.

The Project Owner receives an email notification when a task on the project gets behind schedule.

A notification is sent only if the project status is Current.

Inactive

Issue

Unassigned Issue Add to Project Owner

An unassigned issue is added to a project I own.

The Project Owner receives an email notification when an unassigned issue is added to the project.

A notification is sent only if the project status is Current or Planning.

Users with a Review license do not receive a notification.

Inactive

Information about Projects I Sponsor

Document

Document Add to Project Sponsor

A document is added to a project I sponsor.

The Project Sponsor receives an email notification when a document is added to the project, unless the document is added by the Project Sponsor.

A notification is sent only if the project status is Current and if the document is not Private.

Inactive

Issue

Issue Add to Project Sponsor

An issue is added to a project I sponsor.

The Project Sponsor receives an email notification when an issue is added to the project.

A notification is sent only if the project status is Current or Planning.

Inactive

Issue

Issue Completion to Project Sponsor

An issue is completed on a project I sponsor.

The project sponsor receives an email notification.

A notification is sent only if the project status is Current or Planning.

Inactive

Task

Milestone Task Completion to Project Sponsor

A milestone task is completed on a project I sponsor.

The Project Sponsor receives an email notification when a milestone task is completed on a project he or she sponsors.

A notification is sent only if the project status is Current or Planning.

Inactive

Project

Project Progress Change to Project Sponsor

A project I sponsor gets behind.

The Project Sponsor receives an email notification when the project gets behind schedule.

Inactive

Project

Project Sponsor Assignment to Project Sponsor

I'm set as the sponsor of a project.

The project sponsor receives an email notification when he or she is set as the sponsor of a project.

Inactive

Task

Task Completion to Project Sponsor

A task is completed on a project I sponsor.

The project sponsor receives an email notification.

A notification is sent only if the project status is Current.

Inactive

Task

Task Progress Change to Project Sponsor

A task on a project I sponsor gets behind.

The Project Sponsor receives an email notification when a task on the project gets behind schedule.

A notification is sent only if the project status is Current.

Inactive

Issue

Unassigned Issue Add to Project Sponsor

An unassigned issue is added to a project I sponsor.

The Project Sponsor receives an email notification when an unassigned issue is added to the project.

A notification is sent only if the project status is Current or Planning.

Inactive

Miscellaneous Information

 

Announcement was added

A message is sent to the Announcement Center.

Active

Document

Document Request Cancel to Requestee

Cancel a document upload request from me.

The Document Requestee receives an email notification when a document request is canceled.

Active

 

Error Notification

An error was found that needs your attention.

An email notification is generated after Workfront tries and fails to connect to a POP account. After 25 tries, Workfront disables the connection to the POP account in order to preserve resources and it sends out a notification. 

The email notification is sent to the Project Owner, if the POP email is associated with a request queue, or to the system administrators, if the POP account is associated with the "Incoming Mail" feature in Email Setup. 
For more information on how to associate a request queue with a POP account, see "Understanding Queue Details (Issue Form)."
For more information on how to enable a POP account for incoming mail, see "Allowing Users to Reply to Email Notifications." 

Active

Issue

Issue Assignment to Resource Owner

An issue assignment change affects one of my people.

The Issue Assignee Manager receives an email notification when a change affects a user they manage.

A notification is sent only if the project status is Current or Planning.

Inactive

User

New User to User

When a new user is created in Workfront, email the user.

After the new user is created, the user receives an email invitation, notifying them that a Workfront account has been created and prompting them to set their password.

When creating a new user, users can select the option 'Send an invite email to this person' (as described in "Creating New Users"). However, when the 'New User to User' option is enabled globally, all new users receive the email invitation regardless of whether the 'Send an invite email to this person' option is selected.

Inactive 

Team

Object Share to Team

Someone shares an object with my team.

Inactive

User

Object Share to User

Someone shares an object with me.

Active

Project User

Project User Add to Resource Owner

One of my people is added to a project.

A manager receives an email notification when one of his or her direct reports is added to a project.

Users with a Review license do not receive a notification.

Inactive

Project

Project added to a portfolio or program

Someone adds a project to a portfolio or program I own.

Active

Task

Task Assignment to Resource Owner

A task assignment change affects one of my people.

The Task Assignee's Manager receives an email notification.

A notification is sent only if the project status is Current.

Inactive

Project
Task
Issue
New Update to Subscriber 

An email is sent when an update is made to a task, issue, or project that I am subscribed to.

Active

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