Send Email of Assigned Task to Resource

[Chicho]

Hi, I notice there is an email field on the resource person type. But
I cant find a way to send them an email with their assigned tasks. How
do I do this?
Thank you.

[Frank Blome]

I can remember of a "Sent to" item in Applescript. If I will find it
again, I'll post it.

Cheers,
Frank

[Jon W]

Frank,

This would be very useful if you or someone else could provide this
script.

Jon.

[e.s.]

Hi Jon,

you may try the script "email to resource its activities" I have
attached:
http://groups.google.com/group/merlin2users/web/email%20to%20resource%20its%20activity%20list.zip

I found an applescrpt sample scripting mail. app, and add some Merlin
scripting for getting the resource list and its activities out of the
current project.

I hope this helps,
Vicky

[Rachel Lewis]

Looking for this file.  Address/URL no longer current.

Many thanks.

Rachel.

[Vicky]

I found it and attach it hereafter. 

Have fun :)

Vicky 

[Rachel Lewis]

Thank you.

[Rachel Lewis]

Hello Vicky and all.

I am not a programmer but I have given the folioing a good try but now frustrated.  Trying to modify the 'send email script to give me the following:

Hello [Assignee],

You have been assigned a new task:

• [WBS code #] - [Activity Name] 
• Assigned: [expected start date]
• Due date: [expected end date]
• [Activity Notes]

If you have any questions, please contact [Assignor].

I have struggled to get the WBS# and the Activity notes. Any help is appreciated.

[Vicky Stamatopoulou]

Hi Rachel, 

>I have struggled to get the WBS# and the Activity notes. Any help is appreciated.

I assume you need the WBS code and notes of the activity and not of the assignment. 

So to do so… and as this script is iterating only assignments of a specific resource… you need to first ask its parent activity and then ask from the parent activity the WBS code and description.

So… this is how I would adjust my script to ask for WBS# and the Activity notes.

set TheParent to parent activity of act

set TheWbs to WBS code of TheParent

set TheNote to description of TheParent

if TheNote is missing value then set TheNote to “"

set TheActsInfo to TheActsInfo & TheWbs & " - " & TheAct & " > " & ThePlannedStart & return & TheNote & return & return

I hope this helps you further.

Best regards, Vicky

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[Rachel Lewis]

Hi Vicky,  This inquiry regards Merlin Project.  Previously, I inquired about sharing tasks with assigned resources.  These resources are typically not users of Merlin and I just need to send task and reminders as tasks are assigned.

You were most helpful providing applescript which I later modified.  (I am not a programmer so please forgive my code)  I was able to put together an email with some reasonable formatting.  Please see attached: 

This function is extremely important to my use of Merlin.

It is not clear to me how such functionality is being implemented in Merlin Projects.  Can you let me know?

Thank you. 

On Saturday, 8 August 2009 12:40:33 UTC-4, Chicho wrote:

[Vicky Stamatopoulou]

You may also send emails from Merlin Project. To do so you call  ‘File > Send as Email’

For a more specified export of tasks of a specific resource, you can combine 

- the ‘with resources’ filter in the work breakdown view,  

- to the report “Personal tasks this week’

- and the File > Send as email command

1. So you may specify the resource to filter the tasks for.…

2. Switch to the ‘Report’ view > Personal tasks this week

Click the 'personal tasks this week’ report table and select the ‘with Resource’ filter.  

3. Call File > Send as Email

4.Select the recipient email…

 

5. and check the resulting email:

If you now want to email tasks of John, you change the filter to search for John’s activities, and email again.

To avoid switching between work breakdown and report views, you can open a new window of your project (Window > New Window), select in the new window a work breakdown view, select another resource in the filter, watch your report view showing now only John’s activities and call the File > Save as for the ‘Report’ window. 

You could also do a mail publisher, but there seems to an issue currently, which I am going to report to the developers. 

 

Best regards, Vicky

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<Selected_Task_emailed.scptd.zip>

[Rachel Lewis]

Thank you for your extensive reply.

-  I have tried following your instructions and seem to be unable to filter the resource as per your instruction (2): You indicate I should click on the resource column on the report... and there does not appear to be any functionality there to filter the resource name.

- how do I filter everything down to the one activity I wish to email?

Despite the above, I understand that this is a very flexible report generator (and inherently very convoluted).

ALL I want to achieve is a simple email: one task to the assigned resource i.e. Select the task; right click; send email notification to assigned resource.

I was able to achieve this in Merlin 2 via the Applescript as previously discussed.

Many thanks,

On Saturday, 8 August 2009 12:40:33 UTC-4, Chicho wrote:

[Vicky]

Hi Rachel, 

>ALL I want to achieve is a simple email: one task to the assigned resource i.e. Select the task; >right click; send email notification to assigned resource.

First of all there is a publisher feature in Merlin Project for sending regular emails of your project without your doing…

Now to your question, I guess at some point you will be able to do this by applescript in MerlinProject as well :) 

Until then, you may try the approach of creating a report view or stay in the view where you are and start a filter, to call then File > Send as email

For a row(s) selection, I also checked that you can simply copy, create your mail message in your mail program, paste, insert your recipient email and sent…

Here you find a screencast showing how to prepare a report view to have and use for mailing activities:

http://projectwizards.net/downloads/movies/SendEmailsWithActivitiesOfASpecificResource.mp4

Here is another screencast showing how to send the email directly out of the work breakdown view:

 http://projectwizards.net/downloads/movies/OrJustSendAnEmailOfTheCurrentViewFilteredAccordingly.mp4

And here another screencast showing how to send some activities, identified by their numbers:

 http://projectwizards.net/downloads/movies/SendSomeActivitesByEmail.mp4

Oh, and should find any bugs, please report them to  sup...@merlinproject.net. That's what a public beta is for :)

Thanks and best regards, Vicky 

[wael akl]

Dear Vicky

Thank you very much for the efforts. I am a new comer to Merlin project, and I have started using Merlin Project 4. Now I have tried to use the Apple Script file to send emails with assignments and I always get the error message 

"error "Merlin Project got an error: Can’t get «class rprj» of document \"BEMT Master Project Plan_expanded.mproject\"." number -1728 from «class rprj» of document "BEMT Master Project Plan_expanded.mproject"".

Is this natural or this is due to change of Merlin version used?

Thanks

Wael Akl

[wael akl]

Dear Vicky

Thank you for your efforts. I am a new comer to Merlin project and I am using Merlin Project 4. Now, I have been trying to use the same Apple Script for sending emails to resources, but I always get the following errors message: 

"Merlin Project got an error: Can’t get «class rprj» of document \"BEMT Master Project Plan.mproject\"." number -1728 from «class rprj» of document "BEMT Master Project Plan.mproject"

Is this a matter of using a different version or there is something, I am missing?

Thank you very much

Best Regards

Wael Akl

[Vicky]

Hi,

is this script from 2010? If so, it was created for Merlin 2, and it cannot work for MerlinProject4.

I would suggest you try to normal way over the user interface of Merlin Project 4,
by File > Send as email…
selecting an exporter (for example HTML, Image or Text)
and a pre-configured view. (Assignments > Work distribution)

Best regards, Vicky