XTM Cloud v 13.1

Settings - Project: Monitor customer inactivity

Inactive customers are accounts that have not created a project in XTM for a certain period. XTM Administrators can define this period of customer inactivity and decide if and when the Project Managers should be notified as soon as the customer becomes inactive.

Configuration > Settings > Projects > Monitor customer inactivity > Notify PMs about customer inactivity at – choose the time at which XTM will check for customer inactivity and send email notifications to Project Managers. The two actions are nearly simultaneous: the time lag between the two actions is 2 min. For example, XTM checks the inactivity at 2 pm and the Project Manager receives the notification at 2:02 pm.

Configuration > Settings > Projects > Monitor customer inactivity > Notify PMs about customer inactivity for – enter the customer inactivity period (in hours) that would trigger an email notification to the PMs.

Configuration > Settings > Projects > Monitor customer inactivity > Send emails to – choose the Project Managers who will receive the email notification

Configuration > Settings > Projects > Monitor customer inactivity > Include all customers – by ticking this checkbox, XTM will monitor inactivity for all customers

If you want to monitor inactivity for selected customers rather than all customers, the Administrator or the PM needs to enable this option for each specific customer individually.

Monitor inactivity for selected customers
  1. In Configuration > Settings > Projects > Monitor customer inactivity, deselect the Include all customers checkbox and save your choice.

  2. Go to the Customers tab and open the customer record of your choice.

  3. Under the customer menu icon, select Settings cog-solid.png > Monitor customer inactivity section.

  4. Select the Notify PMs if this customer is inactive checkbox.

  5. Save your settings.

Note

If Include all customers option is enabled in the system configuration, the Monitor customer inactivity section will not appear in the Customers settings and you will not be able to activate this option for individual customers.

Due dates

Note

Project due dates are auto-calculated according to the time zone of the PM assigned to the project.

This Configuration > Settings > Projects > Due dates section allows you to manage the project due dates and the alert emails.

Configuration > Settings > Projects > Due dates > Send due dates emails at Allows you to set when you want the emails to be sent out. This can be done multiple times during the day.

Configuration > Settings > Projects > Due dates > Default due dates to X days ahead – Allows you to set the default number of days from the current day that XTM will use to calculate the due date. You will be able to edit this default value during project creation if necessary.

Configuration > Settings > Projects > Due dates > Default the due time to – Allows you to set the default time when the project is due. This value is added to the number of days that you have entered above. You have two options:

  • The time defaults to the current time plus a number of hours.

  • A specific time in the day.

Configuration > Settings > Projects > Due dates > Auto-calculate due dates for workflow steps – Allows you to automatically calculate due dates for project workflow steps based on selected days of the week rather than calendar days. If you tick this option, the Based on week days option appears where you can choose particular days of the week. By default, all days are checked, but the option works with at least one day checked.

Configuration > Settings > Projects > Due dates > Send due dates email to – Enables you to select who you want to receive emails that alert them to projects either approaching or past their due date.

Configuration > Settings > Projects > Due dates > Include projects that are due to expire in the next X days – Enables you to set which projects you want to include in the email depending on how soon they will expire.