Context #
EG Ajour automatically sends email notifications to users when changes occur on registrations, files or tenders that the user is associated with. The notifications are controlled partly via the individual user’s project permissions in the administration module, and partly via the user’s own settings.
Relevance #
This guide is relevant if a user does not want daily status emails and therefore wants to adjust or remove them.
Prerequisites and requirements #
- To remove notifications on specific or all projects, the role System administrator or Project Administrator is required.
- To change your own user settings, you only need to be logged in as the relevant user.
- Knowing which projects the user is associated with is an advantage when adjusting project-specific notifications.
Which email notifications are sent from AjourInspect & QA
You will receive an email notification when the following changes occur on registrations you are the recipient of or responsible for:
- The primary status of a registration changes, e.g. to created, completed, rejected, done or not approved
- The forwarded status of a registration changes, e.g. to created, completed, rejected, done or not approved
- A new comment is added to a registration
Which email notifications are sent from AjourBox
You will also receive an email notification when new files in AjourBox are updated or uploaded in folders you are meant to see, for the current project. The notification collects:
- New registrations since the last email was sent
- New uploaded or updated files in AjourBox
Which email notifications are sent from tenders in AjourTender
You will also receive the following email notifications from tenders in AjourTender if you are a bidder:
- When you are invited to participate in a tender or a contract
- When a tender you are participating in changes status, is extended, or a new tender round is opened
- When a correction sheet is issued for a tender you are participating in
- When a question asked in connection with a tender you are participating in is answered
Note: The above notifications from AjourTender are sent automatically to all invited bidders and cannot be removed individually for a single tender.
- The tender administrator can send a manual reminder if you have not yet replied as to whether you are participating in a tender or not
Which email notifications are not sent / Limitations
You will not receive an email notification when the following happens:
- When you are granted project permissions for a new project
- When your company is assigned one or more folders in AjourBox
Note: The list is not exhaustive. There may therefore be other scenarios, not described here, where users can expect an email notification but do not receive one.
Remove email notifications on specific projects for a user
Email notifications on specific projects are controlled under the user’s project permissions in the administration module. There are two relevant notification settings, both of which can be turned off individually.
Note: Only users with the role System administrator or Project Administrator have access to the user administration module and can change other users’ permissions.
Open user administration
Log in to the Ajour system.
Click the gear icon at the top right of the navigation menu.
Select “User administration” in the menu.
Find the relevant user in the list, and click the user’s row to select it.
Open the user’s permissions
A window with user data opens automatically.
Click the tab “Permissions” at the top of the window.
Select the relevant project in the dropdown field under “Project”. The permissions are project-specific.
Remove email notifications under project permissions
Under “Project permissions” in the right column there are two notification settings that can be removed:
Daily status for updated files in AjourBox Expand “General”, and clear the checkbox for “Receive daily status on updated files in AjourBox”.
→ Daily status in Inspect/QA Expand “Inspect/QA” “Registrations”, and clear the checkbox for “Receive daily status”.
Save the changes
Click “Save” at the bottom right of the window.
The changes take effect immediately.
Important: The notification settings are project-specific. If the user is associated with several projects, the steps from “Open the user’s permissions” to “Save the changes” must be repeated for each project where notifications are to be removed. Use the project dropdown to switch between projects without closing the window.
Remove email notifications on all projects for a user
Email notifications on all projects can be controlled under user settings. Here there is a single notification setting, “I want to receive daily status emails for all projects”, which can be turned on or off.
Note: Only the user can change this setting.
Open user settings
Log in to the Ajour system.
Click the gear icon at the top right of the navigation menu.
Select “Settings” in the menu.
Clear the checkmark next to the text “I want to receive daily status emails for all projects”.
Click “Save”.
Important: This notification setting affects all projects the user is associated with.
Next steps #
- Inform the user that the change has taken effect, and which notifications will still be sent, e.g. from AjourTender.
- Consider saving a filter in the AjourTender overview if the user wants to follow tenders manually instead of via email.