Direct Answer: Manage System Notifications
To manage system notifications in OnePlan, go to the configuration page and select General, then expand the Notifications topic heading. From there, you can customize the subject and message of any out-of-the-box notification, or disable a notification for all users in your group. You cannot create new system notifications.
What This Article Covers: System Notifications
This article covers the full list of out-of-the-box system notifications in OnePlan, how to customize a notification's subject and message, and how to disable a notification for your group.
What you will accomplish
After reading this article, you will know how to: find the system notifications settings | understand what each out-of-the-box notification is for | customize a notification's subject and message | disable a notification for your group
Who This Article Is For: System Notifications
This article is for OnePlan Admins and Group Owners who are responsible for configuring which notifications their organization sends and how they read. End users looking to manage their own personal notification preferences should see Notifications in OnePlan - Overview instead.
Why This Matters: System Notifications
Consistent, On-Brand Communication
Customizing the subject and message of out-of-the-box notifications lets your organization use language, tone, and detail that matches how your teams actually work, instead of relying on generic default text.
Reducing Notification Noise
Disabling notification types your organization doesn't use keeps inboxes focused on what matters, so important alerts don't get lost among ones nobody acts on.
Step-by-Step: Managing System Notifications in OnePlan
Task: Find the Notifications Settings
- Navigate to the configuration page.
- Select General in the navigation.
- Expand the Notifications topic heading.
Note: You cannot create new system notifications — you can only customize or disable the out-of-the-box notifications listed below.
Task: Understand the Out-of-the-Box Notifications
Each notification includes an email to the recipient user(s), as well as a notification in the Notifications inbox in the OnePlan header menu.
Account & Access
- Welcome to OnePlan — Sent when you are added as a resource in a OnePlan environment. Includes a link directly to your OnePlan environment, along with links to OnePlan help guides and upcoming webinars.
- You have been invited to OnePlan — Sent when you are added as a new resource in an existing OnePlan environment. Contains the same information as Welcome to OnePlan.
- Invitation to join OnePlan — Sent when another user invites you to collaborate in OnePlan and you do not yet have an account. Unlike Welcome to OnePlan and You have been invited to OnePlan, this notification includes a link to accept the invitation and set up your profile before you can access the environment.
- {From.Name} has shared the {Plan.Name} with you in OnePlan — Sent when another user shares a plan with you. Includes a link directly to the plan.
- A View has been shared with you in OnePlan — Sent when another user shares a saved view with you.
Plans & Tasks
- Please Update {Plan.Name} in OnePlan — Sent if you are an assigned resource to tasks/items on a plan and the plan owner requests updates for item/task status. Includes a list of tasks that need updates and a link to the OnePlan task update form.
- External Task Change — Sent when a task that was brought into a work plan's schedule from another work plan's schedule changes, so the plan owner can review the update to their work plan.
- Task Update Rejected — Sent when a task update you submitted is rejected.
Comments
- New Comment on {TaskName} in the {Plan.Name} plan — Sent when another user comments on a task that you are assigned to, or have already commented on. Includes a link for you to view the comment thread and respond.
- Resource Plan Comment in OnePlan — Sent if another user leaves a comment on a line in one of your resource plans.
- New Comment on the {TaskName} plan in OnePlan — Sent if another user leaves a comment on one of your plans.
Time Off & Timesheets
- New Time Off Request in OnePlan — Sent if you are a manager or resource manager (depending on your configuration) of a user who has submitted a time off request. Includes information about the request and a link to review it in OnePlan.
- New Time Off Approved in OnePlan — Sent when your time off request has been approved by your manager.
- Timesheet Rejected in OnePlan — Sent if a timesheet item you submitted has been rejected by your timesheet approver.
- Timesheet Not Submitted in OnePlan — Sent if you have time entered into your timesheet that has not been submitted, or if you have no hours entered for a given timesheet period. Includes a list of all affected timesheet periods.
- Timesheet Approvals Needed in OnePlan — Sent if you are a timesheet approver and there are timesheet entries that require your approval. Includes a list of all affected timesheet periods.
Status Reports
- New Status Reports in OnePlan — Sent when a new status report is generated for your plans. Includes a list of all plans where a new status report has been generated.
- New Status Report Ready for Approval in OnePlan — Sent when a status report has been submitted for your approval, if your organization uses a status report approval workflow and you are listed as an approver. Includes a link directly to the status report that needs your approval.
- Status Report Rejected in OnePlan — Sent if your status report has been rejected by the status report approver. Includes comments from the approver and a link directly to the report.
Resource Requests
- New Resource Request in OnePlan — Sent when one of the resources you manage has been requested for a project. Only sent if your organization uses resource negotiations and you are a Resource Manager.
- Resource Request Approved in OnePlan — Sent if your resource request is approved by the resource's Resource Manager. Only sent if your organization uses resource negotiations and you are the manager who requested the resource.
- Resource Request Rejected in OnePlan — Sent if your resource request is rejected by the resource's Resource Manager. Only sent if your organization uses resource negotiations and you are the manager who requested the resource.
- Resource Request Needs Approval in OnePlan — Sent if your resource requests for a plan have been approved but have since changed and require your review and approval again. Applies when your organization uses resource negotiations.
Automation & Configuration-Driven Notifications
- {PlanNotificationSubject} — Template for plan-level notifications. Plan-level notifications can currently be configured through the standalone Plan Notifications interface (Portfolio Area or plan level), but this interface is being removed in an upcoming release. OnePlan strongly recommends configuring new plan-level notifications through a Plan Automation's Send Notification action instead. See How to Create and Manage Plan-Level Notifications in OnePlan. If you are using plan notifications, leave this notification enabled and do not alter it.
- {WorkPlanNotificationSubject} — Template for work plan notifications, now configured through a Work Plan Automation's Send Notification action. The original standalone Work Plan Notifications interface has already been retired. See How to Configure a Send Notification Action for Work Plan Automations in OnePlan. If you are using work plan notifications, leave this notification enabled and do not alter it.
- {StageGatesApprovalNotificationSubject} — Template for Stage Gate approval notifications. See How to Configure Stage Gate Approvals for configuration details. If you are using Stage Gate approvals, leave this notification enabled and do not alter it.
- {StageGatesRejectionNotificationSubject} — Template for Stage Gate rejection notifications. See How to Configure Stage Gate Approvals for configuration details. If you are using Stage Gate approvals, leave this notification enabled and do not alter it.
Task: Customize a Notification
- Select a notification from the list. This opens the settings for that notification.
- Check the Select to use custom notification checkbox.
- Update the notification subject as desired. See Notification Variables in OnePlan - Overview for the variables you can use for further customization.
- Update the notification message as desired. Formatting options include bolding, text color, highlighting, text alignment, and lists. See Notification Variables in OnePlan - Overview for available variables.
- Click Save.
Task: Disable a Notification
Note: If you disable a notification, users will not receive the email or the in-system notification.
- Select a notification from the list. This opens the settings for that notification.
- Check the Select to disable notification checkbox.
- Click Save. The notification is now disabled for all users in your group. The Disabled field updates from "No" to "Yes" for the selected notification.
Frequently Asked Questions: System Notifications
Q: Can I create a new custom notification in OnePlan?
A: In OnePlan, no. You can only customize the subject and message of the existing out-of-the-box notifications, or disable them. You cannot create entirely new notification types.
Q: What happens if I disable a notification?
A: In OnePlan, disabling a notification stops it for all users in your group — they will not receive the email or the in-system notification for that type.
Q: Can I use variables in a customized notification?
A: In OnePlan, yes. Both the subject and message support notification variables. See Notification Variables in OnePlan - Overview for the full list and how to use them.
Q: Should I alter the {PlanNotificationSubject} or {WorkPlanNotificationSubject} notifications?
A: In OnePlan, no, leave these enabled and unaltered if you use plan-level or work plan notifications. Their actual subject and content are configured through the Plan Notifications interface or Plan/Work Plan Automations, not through this settings screen.
What to Do Next: System Notifications
Customize notification content:
Configure the notifications behind automation-driven subjects:
Review the end-user experience:
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