Email Notifications after Saving a MS Project File

[Debbie V.]

Scenario: A team member updates time against a task, clicks the Update All
button to submit to the PM. The PM accepts the update and clicks the Update
button. This opens MS Project Pro and updates the values there. Then, a
message box pops up saying that the file needs to be saved. The PM saves the
file.

Problem: It sends an email message to team members stating that changes
have been made to their tasks.

We don't want the email message to go out yet. The PM still needs to review
changes, make other updates, etc... then the emails can go out. We don't
want to turn off email notification completely.

This only seems to happen when the file is saved after updates from PWA have
been accepted. If the PM makes changes through MS Project Pro and saves,
then no emails go out.

Any help will be appreciated.

 

[Dale Howard [MVP]]

Debbie --

When the dialog pops up recommending that the PM immediately save the
project, we always recommend to our clients that they customarily click the
Cancel button. At this point, no e-mails have been sent and the PM's can
analyze their project variance, make plan revisions as needed, and then save
the project. When the PM is good and ready to publish, he/she can click
Collaborate - Publish - New and Changed Assignments and then deselect the
option to send an e-mail message, if desired. So, you are definitely on the
right path. Publishing using Collaborate - Publish - New and Changed
Assignments always allows the PM to determine whether the system sends an
e-mail message. I'm afraid that with Project Server's default settings,
team members begin to feel like they are being "spammed" by Project Server,
with the result that they often delete the messages without reading them, or
worse still, create an Outlook rule to automatically send the Project Server
messages to the trash can. Hope this helps.

 

[Debbie V.]

Dale--Thanks for the response. When the dialog box pops up, I have clicked
cancel. Then when I save a few minutes/hours later, the emails go out even
though I don't publish new and changed assignments.

I think I have narrowed the problem down to the first time the project file
is saved after accepting updates from resources. After that first save
(after accepting updates), I can make changes, and re-save and emails don't
go out until I publish.

I have checked in MS Project Pro to make sure that the option to publish
saved files under the collaboration tab is turned off, but the emails still
go out.