Admin Info
EN | Purpose, features, utilization of the UPPS! Extension Reminder Email Organizer (RO)
Page overview
What is my appropriate role as a reader?
Any role whose tasks include utilizing Polarion, especially defining and managing Polarion projects.
What should I already know?
Before reading this documentation you should be familiar with the following:
CreationPolarionofprojectWorkandItem content.administration.TheQueryconceptcreationofforLiveLinksPolarionand Cross-References in Polarion.artefacts.
What will I learn?
After reading this documentation, you will be able to:
- Understand the purpose and concept of the Smart Insert.
- Use the
SmartReminderInsertEmail Organizer tosearch or create contentconfigure andinsertscheduleitremindertoemails for Polariontextprojectfields.users.
Overview of Smart Insert
Polarion’s standard email notifications can quickly overwhelm users with large volumes of messages that are difficult to distinguish and prioritize.
The Reminder Email Organizer consolidates these notifications into a single, structured reminder email per user on specified days and time. Each reminder email contains Polarion-relevant objects, such as Work Items, Live Documents, or Test Runs, grouped into configurable categories and presented with concise summaries and direct links into Polarion.
How Reminder Emails Work
- Each recipient receives one reminder email per configured day.
- The email contains objects relevant to that user from all Polarion projects in the repository.
- Objects are grouped by categories, each defined by a query condition.
- Within each category, objects are further grouped by their originating project.
- Tables in the email include hyperlinks that open the objects directly in Polarion (for example in the Work Item Editor).
..
This structure allows recipients to quickly review their responsibilities and navigate directly to the relevant Polarion content.
Instructions for configuration and use
Configuration scope
Reminder email categories, incluiding their recipients, dispatch days, and additional settings may be configured both at the global or project configuration level. The Reminder Email Organizer configuration page guides administrators through the setup.
To acess the configuration page either at global or project level, navigate to the UPPS! Extensions menu in the navigation sidebar and select Reminder Email Organizer.
Specify Email Settings
In the configuration page at global level specify the following:
- Email Sender: The email adress used as the sender of reminder emails.
- Email Subject: The subject line of the reminder emails.
- Email Delay: The delay between the scheduled send time and the actual dispatch of reminder emails.
Specify Categories
In the configuration page either at global or project level fill in the category fields:
- Category Name
- Scope
- WorkItems Query
- Field(s) displayed in the Reminder Email
- Limit
- Sort Field(s)
- Category Description
Define recipients and rispatch days
For each category:
- Select the recipients
- Select the days of the week when reminders should be sent.
Configuration is done via checkboxes.
Define dispatch time
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Example of Reminder Email
The following screenshot displays an example of a Reminer Email sent to the user Alex Demo, which contains three categories:
- Customer Requirements awaiting my appraisal
- My LiveDocs
- Test Runs awaiting execution
