Status Reports - emails not being sent to recipients

[AmyB]

One of our team members recently set up a "requested status report" for every
Friday. He went in and selected the people that should receive his status
report request.

However Friday came and went and no one received the e-mail.

Do each of our people need to set up their "Alert Me" setting on the Status
Report screen before they'll receive status report request e-mails?

We don't have a formal RBS set up with hierarchy so from what I understand
the person that requested these status reports doesn't look to PWA as that he
has anyone that reports to him. So can he still set up status report requests
for people or is it required that we set up a formal RBS? Is it true then
that him setting the "Alert me about my resources" function really won't work
because we haven't set him having any resources reporting to him?

We just need to know how to make it so this group of people receives the
weekly e-mail that has the link to their status report that their manager has
requested.

 

[Dale Howard [MVP]]

AmyB --

Did the manager in question send the Status Report request or did he save
it. If he didn't send it, he needs to edit the Status Report and then send
it. If he already sent it, then by default the team members in the Status
Report request would receive an e-mail message immediately. Did they
actually receive that message? Also, he can go to the Home page of PWA and
click the "Alert me about my resources on tasks and status reports" link.
From there, he can set up reminders for his Status Report requests. Did he
actually do that step as well? Let us know.

 

[AmyB]

Thanks Dale - he set up the status report for "Friday" but mistakenly clicked
Save instead of Send. Then on this past Friday when no one received the
e-mail - he edited the status report, kept everything the same, but in the
last step he clicked on Send.

As of this morning - only one of the ten people received the e-mail which
makes us wonder if the user has to do something so that they are alerted when
a new status report has been requested of them.

As for the 2nd part of your response - since we haven't set any sort of
hierarchy up using RBS - I didn't think that would work since PWA wouldn't
know who this person's resources even are??

 

[Dale Howard [MVP]]

AmyB --

Since only one of the ten people received the e-mail message, and since all
ten of them should have received it, there is something more wrong with your
system, as this is not the default behavior. Is there something nine of
these 10 people have in common that might explain the behavior? Let us
know.

 

[AmyB]

Dale -

Here is the latest -

A manager here created a status report last week Friday and at the end of
the day clicked "Send". I found out that no one received that e-mail at all
(not one person as I had originally thought). At that time we realized that
for some of the people he assigned to the status report, their e-mail
addresses were entered incorrectly in MS Project Web Access.

I have since fixed the problem and he went back into that same Status
Report, clicked Edit and went through to Step 4 where he once again clicked
Send. Still no one has received the e-mail.

He then created a new "test" status report and only picked four people from
his team. He clicked Send and they all did get his e-mail.

Question 1 - Will the system only send out the e-mail the first time the
Send button is clicked - or when the Status Report is first setup?

Question 2- Since we do not have an RBS defined that makes this manager
appear in PWA to have any resources that report to him- is there any way to
make a weekly status report get sent to the people defined in his status
report request? IS that a matter of him setting him his Alerts or is it all
caused by each individual setting up their own Alerts?

Thanks - Amy

 

[Dale Howard [MVP]]

Amy --

I use a single server instance of Project Server on my own laptop, so I
cannot give you a definitive answer to your question #1 because I cannot
test the e-mail functionality of the system. My assumption would be that
Project Server only sends the e-mail the first time the manager creates and
sends a Status Report request.

Now that you have the e-mail addresses correctly configured for each
resource, ask the manager in question to try setting Status Report reminders
for his/her people in the Status Reports section of the "Alert me about my
resources on tasks and status reports" section of the PWA Home page. Even
without using the RBS field, perhaps this will solve the problem. Let us
know if it works.