The Welcome email is sent out to the main administrator upon creating an AceProject account.

• The subject line mentions "Your New Account" upon creating a free Hosted Basic account or "Your Hosted Account is Ready" upon upgrading to a paid Hosted package.
• The message body provides useful links to get started, your login credentials (account ID, username and password), a feedback request and our contact information.

The Connection Information email is sent out when the "Send connection information to the user" box is checked when creating or updating a user's profile (under "Admin -> Users"). Our support staff can send this email as well. This feature is very useful and convenient for new users.

• The subject line mentions "Your Connection Information".
• The message body provides the user's login credentials (account ID, username and password) and a link to the login page.

These email notifications are sent out when one is assigned to a new task, or when one's assigned tasks are updated. Creators, assigned and reviewers may decide whether to get notified on these occasions under "My Office -> My Preferences". Hence, one can get notified of changes without having to be logged in to AceProject 24/7.

• Each user can decide whether to receive these email notifications by setting his/her preferences accordingly. This can be done under "My Office -> Preferences". An administrator can also perform this operation, under "Admin -> Users". For your information, email notifications are sent in HTML format. Therefore, your email client must support this format.
• Users do not get notified of their own changes. In other words, if you assign a task to yourself or update one of your assigned tasks, the other users involved will get notified, but you won't. Logically, since you performed the operation, you are already aware of it.
• The Task Assigned / To Review emails:
  • The subject line mentions whether it is a new or an updated task, who updated or created the task, the task number, and the project name.
  • The message body provides the nature of the changes, the task's details (as they appear on the "Edit Task Information" page) and links to open the user's default page upon login, edit the corresponding task and view the associated project's "Incomplete Tasks" page.

The "When Successor Tasks can Start" email is sent out when one or several tasks' predecessors are completed. As a result, one or several successor tasks are ready to begin. Each user can decide to receive these notifications under "My Office -> Preferences".

• The subject line mentions "One or Several Tasks can now Start".
• The message body provides to corresponding task list and a link to open the user's default page upon login.

The Time Approval Request email is sent out when one submits a timesheet to a user with "Time Approval" access rights. Time approval can be requested by opening a week under "My Office -> Time Sheets -> My Weekly Time Sheets".

• The subject line mentions "Time Sheet Approval Request".
• The message body mentions the week to approve, the custom message (if any) and a link to the login page.

The Time Approval Confirmation email is sent out when a user approves or rejects a submitted timesheet. Time can be approved under "Time Approval" either at the project or Portfolio level.

• The subject line mentions "Your time sheet has been processed".
• The message body provides the approver's name, the week or work items that were approved/rejected, the custom message (if any) and a link to the login page.

The Expense Approval Request email is sent out when a user submits one or several expenses to a user with "Expense Approval" access rights. Expense approval can be requested by opening an expense under "My Office -> Expenses -> My Expenses".

• The subject line mentions "Expense Approval Request".
• The message body mentions the expense to approve, the custom message (if any) and a link to the login page.

The Expense Approval Confirmation email is sent out when a user approves or rejects one or several expenses. Expenses can be approved under "Expenses > Expense Approval" either at the project or Portfolio level.

• The subject line mentions "Your expenses have been processed".
• The message body provides the approver's name, the expense(s) that was/were approved/rejected, the custom message (if any) and a link to the login page.

The My Mailbox: New Message email is sent out when a user checked the "Send Email Notification to Recipients" box upon sending a message through his/her "Mailbox". In that case, all recipients will receive a copy of that message as an email notification.

• The subject line mentions "New Message".
• The message body provides the sender's name, the recipients (To and Cc), the message's subject, the date sent, the message itself and a link to the login page.

The New Project Document(s) Uploaded email is sent out when a user clicked the "Notify Project Assigned Users" link when attaching documents to a project. This link actually expands the list of users assigned to the project. The users to notify can be checked before uploading the documents.

• The subject line mentions "Document(s) uploaded by [USERNAME] to the [PROJECT NAME] project.
• Each document can be open by clicking its name.
• The message body provides the attachments' information and links to open the user's default page upon login and the "Project Documents" page for the corresponding project.

The "Reply Posted on a Discussion Forum Topic" email is sent out when a user clicked the "Notify Project Assigned Users" link when replying a discussion forum topic. This link actually expands the list of users assigned to the project. The users to notify can be checked before posting the reply.

• The subject line mentions "Post added by [USERNAME] to the [PROJECT NAME] project discussion".
• The message body provides the topic's details and replies (the last reply appears at the top of the list), and links to open the user's default page upon login and the "Discussion Forum" page for the corresponding project.

The "Password Recovery" email is sent out when a user clicked the "Forgot Password?" link on the login page.

• The subject line mentions "Password Recovery".
• The message body provides a link that enables the user to create a new password.

Notifications that require no configuration
The following notifications are built-in and, as result, sent out without requiring any configuration.

• Time approval request.
• Time approval confirmation.
• New message in "My Mailbox".
• New project document uploaded.
• Reply posted to a discussion forum topic.

Task Notifications
Each user who needs to receive email notifications must have his/her preferences set accordingly. This can be done under "My Office -> Preferences". An administrator can also perform this operation, under "Admin -> Users".

Testing
The best way to test whether AceProject sends messages successfully is to use the "Send Test Email" button in the "Custom SMTP Server Options" group, under "Admin -> Account Info -> Edit Account". You may use this option even if a custom SMTP server is not defined in your account.

Possible Reasons for Delivery Failure
If the test failed, there are several possible causes:

• The email address is mistyped.
• Your email server marks AceProject's messages as junk mail. You may either add AceProject to your list of authorized senders (white list) or ask your email server administrator to perform this operation.
• AceProject's internal email component cannot contact the email address' domain. For example: if your email is peter@myserver.com, AceProject cannot contact the myserver.com domain.
• Your email server may block AceProject's messages when they are sent by a user that has an email address of the same domain. For example, if john@myserver.com sends a message to mary@myserver.com, AceProject will configure the "From" field in the email as john@myserver.com. Sometimes, domain servers block emails that come from addresses on their domain that have NOT been authenticated by it. There are three options to solve this problem:
  1. Contact your email server administrator to change this security setting and allow email sending from users within the same domain, without requiring authentication.
  2. Using a custom SMTP server is often the best solution. See procedure below.
  3. You can force all email notifications to be sent from a specific address. To do so, go to "Admin -> Account Info -> Edit Account -> Email Notification" and select the "Default Email" option in the "Email Notification Options" group. Finally, type in the address in the corresponding field, e.g. noreply@aceproject.com (whether the address exists does not matter).
• Do not hesitate to contact us if neither of the above helped resolve the issue.

With servers becoming more and more spam-proof nowadays, defining a custom SMTP server is often the only way to send and receive email notifications successfully. This option enables you to have email notifications sent via another SMTP server instead of AceProject's. By choosing an SMTP server your incoming mail server knows, email notifications are less likely to be undelivered or marked as junk mail.

Custom SMTP Server Options can be defined under "Admin -> Account Info -> Edit Account".