Updating Progress Report via Email

ProjectMail is the coined termed used by Clarizen to define progress reporting which enables you and team members to update the progress of tasks via email.

Progress Reporting emails are either sent automatically (according to set system settings) or may be sent manually from a selected work item.

Before Progress Reporting can be implemented system settings must be configured.

The two type of tasks that are reported are:

• Current active tasks
• Pending active tasks that will be active by the next report sent

Once the email is sent, there is a system setting parameter which defines the number of validity days to which the email report form may be sent back for the system to update the progress of the tasks. 

If progress reporting from a task is sent manually, then the user can only view their active tasks and not upcoming tasks.

Using the ProjectMail function, you can update your progress on the work items without actually having to log into the system. Thereafter the updated information is entered to the system and the respective project is updated accordingly.

The following process describes how to update the % completeness of work items once you've received a progress report email.

Once you've received a Progress Report Email from Clarizen, select one of the three options: 

• Quick update - opens a reporting form page where you can manually update the % completeness of tasks within each numeric field.
• My Progress is according to Plan - if you click this link, the report that is detailed in the email is verified within the system. A screen is displayed that the progress according to the plan is updated successfully.
• Log Into Clarizen - login into the Clarizen system and update the project tasks from the work plan of the relevant project

If you choose to manually update, you can enter the % completed or the days of actual effort and remaining effort. The data that is entered is automatically adjusted accordingly in the work plan. For example if you entered remaining effort 10 days, the due date for that specific task is adjusted accordingly.

If there is more than one resource assigned on a task, then all resources are sent a Progress Report. The report is updated in a sequential order of those who update the report.

For configuring system settings related to progress reporting via emails see details in topic on task completion reporting policy.

The following conditions must be met before a progress report email is sent:

• System settings are set
• Every resource assigned to a work item where 'Email Allowed' is set will receive an progress report
• Sent to manager of a work item
• If recipient is both a manager on a work item and also an assigned resource on a deferent work item, they will then receive one email with a summary of the progress report for all work items to which they assigned.

The system updates the latest details.