Configuring and using alerts 🚨 (former "notifications")

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The application is installed by default for the entirety of Managers and Resources with a configuration that may or may not be convenient for your company (types of Alerts, operating rules, activation of Alerts per user...).

Installing the app for different manager accounts and resources

Administrator interface > Apps / Marketplace > Alerts

Installing the app by default

Click on the visibility icon at the top right corner next to the cogwheel icon:

 Choose the type of access:

• Accessible only for allowed managers  => only managers could use this app (not for resources with an intranet account). Moreover, you need to manually enable the app for each manager in "Administration" > Managers/Roles > role or manager card > tick the box for the "Alerts" app
• Accessible for all managers  => accessible by default for all managers (not for resources with an intranet account).
• Accessible par toutes les ressources avec un intranet d'actif et les managers autorisés Accessible for allowed managers & all resources   => accessible by default for all resources with an activated intranet account. For managers, you need to manually enable the app for each manager in "Administration" > Managers/Roles > role or manager card > tick the box for the "Alerts" app
• Accessible for all managers & resources => accessible by default for all managers and all resources with an activated intranet account

Daily and weekly alerts

The Alerts app can send emails daily and weekly if email alerts are enable (cf. Managers tab). The frequency of these email alerts are compulsory. Here's the logic behind this: 

Daily alerts

Daily alerts for alerts with an "urgent" aspect such as: 

• "Reminder" actions to be dealt with / something important to do
• Validating a timesheet, an expense note or an absence request

Weekly alerts

Weekly alerts for alerts with a "less urgent" aspect such as:

• Monitoring candidates, resources, opportunities, projects, orders and invoices cards 
• Being alerted of inconsistencies/warnings found on the tool (resources without an HR contract, end date of a contract coming soon, projects without an order, late client payments compared to invoices due date, etc.)

A few examples

Daily alerts

Actions - this section allows you to: 

• Define the alerts in order to be alerted on what type of actions to take. 
• By default, managers are alerted on actions with a "Reminder/To Do" type when it's D-day (as they are due in less than 0 days). You're free to change this default configuration for it to alert you on other types of actions such as "Client meeting - CRM", "Interview - Candidates", "Monitoring mission - Project" (etc.)  

Timesheets, expenses and absences - this section allows you to:

• Define automatic alert reminders for the validation of timesheets, expenses and absence requests (manager and resource side as well!)
• By default, alert reminders are enabled for: 
  
  • timesheets of internal and external consultants, 2 days after the emailing date or after the first validation. This way, if emailing for reminding resources to submit their timesheets is set on the 23rd, 2 days later, resources who haven't validated their documents will receive an alert! Furthermore, if a resource has validated their document and if the next validator hasn't validated this document in the 2 following days, the later (validator) will also receive an alert! 
  • absence requests from all types of resources, 2 days after the document's creation/validation. This way, when a resource validates an absence request, if in the following 2 days the validator doesn't validate this request, the validator will receive an alert! Furthermore, if the resource saves their document and doesn't validate it in the following 2 days, they will receive an alert!

Expense notes - No alerts are installed by default for expense notes. If you wish to, you can also enable them.

Weekly alerts

In order to help you understand them better, here are the explanation behind the Alerts installed by default: 

• No Action of type "Interview" was created for more than 15 days for candidates whose stage is "Creation" => The goal of this Alert is to encourage you to have an interview with your candidates whose stage is "Creation" and to, of course, create an "Interview" action to keep history
• "Resources "Archived" with an active intranet" => The goal of this alert is to make sure that all of your archived resources may no longer log in on their former intranet account! 
• "Resources whose state is "Current" having no HR contract => The goal of this Alert is to warn you that there are resources for whom you haven't yet created an HR contract in the "Administrative" tab of their card!
• "Resources "Archived" with no HR contract end date => The goal of this Alert is to warn you that there are resources with an "Archived" state for whom you haven't set an end date in their HR contract (Resource card > Administrative tab)
• "Alerts - Opportunities" => By default, it is set to alert the manager of opportunities with a "Creation" state which haven't had any "Reminder/To do" action in more than 15 days. The goal of this Alert is to encourage your managers to monitor their business opportunities! 
• "Alerts - Positionings" => By default, it is set to alert the manager of positionings with a "Postponed", "Client Interviewed" and "CV Sent" states that haven't been updated for more than 30 days. The goal of this Alert is to encourage your managers to monitor the positionings of their resources/candidates closely.
• "Alerts - Projects" => By default, it is set to alert the managers of projects with a "Delegation of skills" type and a "Current" state for which there were no "Monitoring Mission" actions for more than 120 days. => The goal of this Alert is to encourage your managers to monitor their projects closely.
• "Projects whose state is "Current" with no order "Not Archived" => The goal of this Alert is to warn the managers of projects that there is no "Current" order in their "Current" projects.
• "Invoices whose states are "Recover 1" and "Recover 2" with no action of type "Comment" for more than 15 days" => The goal of this Alert is to encourage the managers of invoices to monitor them! 
• "Orders whose state is "Current" with no billing details" => The goal of this Alert is to warn the managers of these orders that there are no billing details in order not to send incomplete invoices!
• "Invoices with "Creation" and "Transmitted to the Client" states whose payment date is past more than 20 days" => The goal of this Alert is to warn the manager of these invoices that the payment's due date has passed and that they either need to change the state to "Payed" or that they need to contact the client for a reminder (Recover 1). 
• "Orders that are "Not archived" and with "Monthly" billing type has no correlated delivery" => The goal of this Alert is to warn the managers of orders with a "Monthly" type have no correlated delivery!
• "Billing schedules pending processing for more than 5 days" => The goal of this Alert is to warn the managers of orders with a "Schedules" type that billing schedules have not yet been processed for more than 5 days! 
• "Orders with ordered turnover different from schedules amount" => The goal of this Alert is to warn the managers of orders with a "Schedules" type that the total of scheduled bills of this order do not match the total amount of "Ordered turnover"! 

Enabling alerts with customized configurations per manager

Administration > Apps / Marketplace > Alerts (App card) > Configuration (cogwheel) > Managers customized configuration tab

1. By default, all managers who have access to the app can see all alerts that concerns them configured in the "Default alerts". You can add/edit/delete managers in order for them to view less alerts than default alerts by clicking on the "+" button.

2. For each selected manager, you can decide to enable or disable configured alerts of the "Default alerts" tab.

From the point of view of a user, it is possible to configure the display order of your Alerts.

Dashboard > Alerts tab > cogwheel ("Manage my alerts") 

You can then configure: 

1. the scope (perimeter) of alerts
2. the display order of alerts
3. email alerts

The goal is to: 

• Manage your Reminders/To Do
• Monitor you Candidates, HR activity, Opportunities, Projects, Orders and/or Invoices
• Be alerted for end date of trial periods
• And much more!

Alerts are issued to users by two different means 

By email

• Every day for Alerts with a "Reminder/To do" type as well as timesheets, expense notes and absence requests
• Each week for other types of Alerts: Opportunities not updated for X days, Projects without a "Monitoring mission" action since X days, Resources without an "Interview" action since X days, resources birthdays, Candidates not updated for X days, "Current" Projects without an order (etc.) 

Directly from the interface

From the Dashboard, you have access to all your alerts.