Email Notifications

activeCollab sends email notifications to all people involved with a specific Task, Ticket, Discussion, or File etc.

nlike some tools that email everyone about every small change to a project whether it is relevant to them or not, activeCollab is designed to avoid overwhelming people with too many email messages.

If users repeatedly receive messages on issues that are not relevant to them, it's likely that they will start to ignore all notifications send by the system. Because of this, activeCollab is designed to only email people who are subscribed to receive notifications about a specific object, instead of sending messages to everyone about every change.

When a new File, Ticket, Discussion or any other object is created, the creator can define an initial group of subscribers. By default activeCollab automatically subscribes anyone assigned to a Task, Ticket or Milestone when one is created. For other objects, the creator picks the group of subscribers:

The project leader and any person who creates the object are always automatically subscribed.

After an object has been created, other project members can choose to subscribe to notifications about it if it is of interest to them. Existing subscribers can also unsubscribe themselves if they feel that specific object is not relevant to them.

Project Leaders and people who have permission to update objects can change the list of subscribers at any time:

There is one more automated action with subscriptions: activeCollab will automatically subscribe anyone who makes a new comment on an object, if that person wasn't subscribed already.

activeCollab only sends out email notifications to users when:

1. A New object is created. An email notification is sent to assignees of Tasks, Tickets and Milestones, or to the initial group of subscribers if an object does not have assignees (Discussions, Pages, Files etc). The Project Leader is also subscribed and notified.
2. A Ticket, task or milestone are completed or reopened. All subscribers except the person who completed or reopened the assignment will be notified.
3. A People assigned to ticket, tasks or milestone are changed. Both old and new groups of assignees are notified.
4. A New version of a File or Page is posted. All subscribers except the person who posted the new version are notified.
5. A New comment is posted. All subscribers except the person who made the comment are notified. The comment author is also automatically subscribed to future notifications if he or she was not subscribed before posting the comment.

With activeCollab's Incoming Mail feature you will not only receive email notifications from your copy of activeCollab, but will also be able to reply directly from your email software. This feature is especially handy for newcomers or people not logged in to activeCollab at that moment.

All you need to do is Reply above this line of the email you receive and activeCollab will do the rest.

activeCollab can create:

1. New Comment - if your message is recognized as a reply to a notification about a new Ticket, Comment, Discussion, etc.
2. New Ticket or Discussion - if the email is not in reply to a notification, activeCollab will carry out whatever action you have defined by default in the initial setup of the Incoming Mail Module, creating the appropriate item.
3. An Attachment - from your email (whether in reply to a notification or a message designed to create a new object) will be posted as an attachment to a newly-created Comment, Ticket or Discussion.