Configuring Message Content

You can construct the notification's message to ensure that it contains the correct information in the format you want. For example, if a notification is sent to instruct you that a request requires your approval, the message instructs you to log on to PPM and update the request status. The notification should include a link (URL) to the referenced request.

To make them easier to configure and use, PPM includes:

  • Pre-configured notification templates that you can use to quickly compose messages.

  • Ability to compose the body of message as plain text or as HTML.

  • Ability to include multiple tokens that resolve to information relevant to the recipient. For example, you can include tokens for the URL to the request approval page, information on request status and priority, and emergency contacts.

To configure the message in a notification:

  1. In the Workflow Step window, click the Notifications tab.

  2. Click New.

    In the Add Notification for Step window, click the Message tab.

  3. From the Notification Template list, select a template to use for the notification.

    The Body field content is updated based on the selected template.

  4. From the Notification Format list, select HTML, Plain Text, or Multipart.

    The HTML format allows more flexibility in the look and feel of the notification. You can use any HTML editor to write and test the HTML code, and then copy and paste this content to the Body field.

    With multipart formatting, the content type is set to "multipart/alternative" and the message body is automatically populated with HTML and plain text part markers. This enables you to send single email messages with both HTML and plain text formats so that email clients can choose which message format to use.

  5. Use the Choose buttons to locate and select values for the From and Reply to fields.

  6. In the Subject box, you can leave the default text (Project and Portfolio Management - Demand Management Alert), or replace it.

  7. Construct the body of the message. As you do, consider using the following:

    • Token for the URL to the Request Detail page. See Table 3-2.Smart URL tokens for a list of these tokens.

    • Token for the URL to the package (PPM Workbench or standard interface). See Table 3-2.Smart URL tokens for a list of these distributions.

    • Tokens in the body of the message. Click Tokens to access the Token Builder window where you can add tokens to the message body. For information, see Using Tokens in the Message Body.

    • Tokens related to specific package lines or request detail fields. Add tokens that resolve information related to the individual package line or request detail field to the Linked Token field.

  8. Click OK.

  9. From the Notifications tab, click OK.