Admin Info

EN | Purpose, features, utilization of the UPPS! Extension Reminder Email Organizer (RO)

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Page overview

What is my appropriate role as a reader?

Any role whose tasks include managing Polarion projects.

What should I already know?

Before reading this documentation you should be familiar with the following:

• Polarion project and administration.
• Query creation for 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 Reminder Email Organizer to configure and schedule reminder emails for Polarion project 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 Reminderreminder Emailsemails Workwork

• 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 theirincluding recipients, dispatch days, and additionaldisplay settingssettings, maycan be configured bothat:

at

the
• global

  Global orlevel project(applies configurationto level.all projects)

• Project level (applies only to a specific project)

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.

SpecifyGlobal Email Settings

In the configuration page atAt global levellevel, specifyconfigure the following:

• Email Sender: The emailEmail adress used as the sender of reminder emails.
• Email Subject: The subjectSubject line of the reminder emails.
• Email Delay: The delayDelay between the scheduled send time and the actual dispatch of reminder emails.dispatch.

SpecifyCategory CategoriesConfiguration

InCategories thedefine configurationwhich pagePolarion eitherobjects appear in reminder emails. Configure email categories at global or project level fillby infilling out the categoryfollowing fields:

1. Category Name
   
   EnterDescriptive aname descriptiveshown categoryin name.the email.
2. Scope
   Select which Polarion object type to search: Work Item, LiveDoc, or Test RunRun.
3. Query
   
   InsertQuery or paste a query to retrieveretrieving the selected Polarion object type.
4. Field(s) displayed in the Reminder Email
   
   SelectFields the fields that should appearshown as columns in the email category table.
5. Limit
   Maximum number of retrievedobjets objects displayedshown in the table as rows.table.
6. Sort Field(s)
   Select the fieldsFields used to sort the table.
7. Category Description
   EnterOptional aexplanatory descriptiontext forshown in the category.email.

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

The dispatch time for the reminder emails is defined once at global levelglobally for all reminder emails.

To schedule thereminder dispatchemail of Reminder Emails,dispatch, add the following entry into the Scheduler configuration of thein global configuration: settings:

<job
    cronExpression="0 0 23 ? * *"
    disabled="false"
    id="upps.email.reminder.job"
    name="UPPS!E Reminder Email Organizer"
    scope="system"
/>

Where cronExpression specifies the schedule for the job. In this example, the Reminde Emails are sent every specified day at 23:00 (11:00 PM).

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