OVERVIEW
Staying on top of tasks can be complicated. Users might be managing Accounts, Opportunities and Cases all while still working on Cloud Coach projects and tasks. Cloud Coach recommends set up notifications to channel users to the My Assignments page. Using the Email Alerts action in process builder can automate those notifications to keep users on task and working efficiently.
TASK OWNER NOTIFICATIONS
Step 1: Add the Assigned User to the Task
Setup → Object Manager → Project Task → Fields and Relationships
Click ‘New’
Field Type: Lookup
Field Name: Assigned Resource
Go to Setup → Process Automation → Process Builder
Click ‘New’
Starting object: Assignment
Triggered: on creation
Criteria: None
Action: Update a related record
Field: Assigned Resource
Type: Field Reference
Field: User ID
Click ‘Active’
Step 2: Create Email Template
- Setup → Email → Classic Email Templates
- Click ‘New Template’
- Type = Text
- Check ‘Available for Use’
- Enter a Name, as well as the Subject and Body
Step 3: Create Email Alert Workflow Action
- Setup → Process Automation → Workflow Actions → Email Alerts
- Click ‘New Email Alert’
- Enter name and description
- Object = Project Task
- Email template – select template from Step 2
- Recipient – choose the Related User option from the drop down list, then select ‘Assigned Resource’
Step 4: Create Process
- Setup → Process Automation → Process builder
- Click ‘New’
- Name – Give your process a name e.g. Assigned Resource Alert
- Description – You may also wish to add a description
- Starts when – A record changes
- Starting object – Project
- Criteria – when a record is created or edited
- Nodes
- Node Criteria:
- Calculated Start Date FORMULA == TODAY()
- Status == “Not Started”
- Advanced = True
- Node Criteria:
- Action – Email Alert
- Name – Give the action a name
- Email Alert (This is the Alert created in Step 3)
- Click ‘Activate’
OR: Create Workflow Rule
- Setup → Process Automation → Workflow Rule
- Click ‘New’
- Object: Project Task
- Name – Give your process a name e.g. Assigned Resource Alert
- Description – You may also wish to add a description
- Evaluation criteria: created, and any time it’s edited to subsequently meet criteria
- Use the ‘Formula Evaluated to True’ option
- Copy and paste in the following formula “(CCMI__Start__c == TODAY()) && ISPICKVAL(CCMI__Status__c, ‘Not Started’)”
- Click ‘Add Workflow Action’, then copy steps 2 & 3 from above to create the email alert
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