How to Create and Manage Plan-Level Notifications in OnePlan

Direct Answer: How to Create Plan-Level Notifications in OnePlan

To create a plan-level notification in OnePlan, open the Notifications interface — from the ellipsis menu in a Portfolio Area for a global notification, or from the Notifications icon within a plan for a plan-specific one — then click Add Notification and configure the trigger, recipients, and message content.

What This Article Covers: Plan-Level Notifications

This article covers what plan-level notifications are, who can create them and where, and how to configure their triggers, recipients, timing, and message content.

What you will accomplish
After reading this article, you will know how to: understand what plan-level notifications are and when to use them | learn who can create plan-level notifications and where | create global notifications from the My Portfolio area | create plan-specific notifications from within a plan | configure triggers, recipients, timing, and message content

Before You Begin: Plan-Level Notifications

• The Plan Notifications schedule must be enabled by an administrator.
• To create global notifications, you must have Manage Data permissions.
• To create plan-level notifications within a plan, you must be a plan owner.
• You need access to OnePlan with permission to view plans and plan details.

Why This Matters: Plan-Level Notifications

Staying Aligned Without Manual Tracking

Plan-level notifications automatically send messages when specific events occur within a plan, such as field changes, dates passing, or process steps updating — so teams stay aligned without manually checking for updates.

Global or Targeted Reach

Notifications can be configured to apply broadly across many plans from the My Portfolio area, or narrowly to a single plan from within that plan, giving you control over how widely each notification applies.

Step-by-Step: Creating Plan-Level Notifications in OnePlan

Task: Use Plan-Level Notification Variables

You can use variables to insert dynamic values into a notification.

• {PlanName} — Inserts the name of the plan into the notification subject.

Task: Create a Plan-Level Notification from the Portfolio Area

Note: Only users with Manage Data permissions can create notifications in the My Portfolio area. Notifications created here are global and apply to all plans that meet the defined criteria.

1. Go to a Portfolio Area (for example, Enterprise Portfolios).
2. Click the ellipsis icon in the header, and select Notifications.
3. Click Add Notification.

4. Complete the Add Notification form:

   • Scope — Automatically set to All Plans.
   • Plan Type — Select the plan types the notification applies to (for example, Portfolio, Program, Project, Epic).
   • Trigger — Select When a Field Changes, When a Date Passes, or When a Step Changes.

   When a Field Changes

   • When: Select the plan-level field.
   • Changes To: Select or enter the value that triggers the notification.
   • Any Value (optional): Sends a notification whenever the field changes.

   When a Date Passes

   • Field: Select the date field. The notification triggers when the date passes.

   When a Step Changes

   • When: Automatically set to Process Step.
   • Changes To: Select the process step.
   • Any Value (optional): Sends a notification for any process step change.
   • Filters (optional) — Add filters using any plan-level field.
   • Send Timing — Notifications are sent Immediately.
   • Recipients — Choose Specific Users, a Field (for example, Project Lead), or Shared With Level(s) (for example, Owners, Contributors).
   • Subject — Enter the notification subject (supports {PlanName}).
   • Fields Sent — Select fields to include in a table at the bottom of the message.
   • Message Body — Enter the notification message.
5. Click Add to activate the notification.

Task: Create a Plan-Level Notification from Within a Plan

Note: Notifications created within a plan are not global. They apply only to the current plan or to plans owned by the creator.

1. Open a plan.
2. Click the Notifications icon in the header. The Plan Notifications interface opens.
3. Click Add Notification.

4. Complete the Add Notification form:
   • Scope — Automatically set to This Plan.
   • Plan Type — Select applicable plan types.
   • Trigger — Choose When a Field Changes, When a Date Passes, or When a Step Changes. Trigger configuration behaves the same as notifications created from the My Portfolio area.
   • Filters (optional) — Add filters based on any plan-level field.
   • Send Timing — Choose Immediately, Daily (based on the administrator-defined schedule), or Weekly (select a day of the week).
   • Recipients — Choose Specific Users, Specific Teams, a Field (for example, Project Lead), or Shared With Level(s) (for example, Owners, Contributors).
   • Subject — The email subject line (supports {PlanName}).
   • Fields Sent — Select fields to include in a table at the bottom of the message.
   • Message Body — Write the notification message and any required actions.
5. Click Add to activate the notification.

Frequently Asked Questions: Plan-Level Notifications

Q: Who can create a global plan-level notification?

A: In OnePlan, only users with Manage Data permissions can create global notifications from the My Portfolio area. These apply to all plans that meet the defined criteria.

Q: Who can create a plan-specific notification?

A: In OnePlan, you must be a plan owner to create a notification from within a plan. These notifications are not global — they apply only to that plan or to plans owned by the creator.

Q: Should I still use this interface, or switch to Plan Automations?

A: In OnePlan, this interface still works today, but it 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 Configure a Send Notification Action for Plan Automations in OnePlan.

Q: Can I schedule a plan-level notification instead of sending it immediately?

A: In OnePlan, yes, for notifications created within a plan. Choose Daily or Weekly send timing instead of Immediately. Notifications created from the My Portfolio area are always sent immediately.

What to Do Next: Plan-Level Notifications

Switch to the current automation-based approach:

• How to Configure a Send Notification Action for Plan Automations in OnePlan
• Plan Automations in OnePlan - Overview

Review the full notifications picture:

• Notifications in OnePlan - Overview
• How to Manage System Notifications in OnePlan (admin)