Admin - Alerts

Where to Find the Feature

1. Log in as a system administrator.

2. Navigate to Admin → Alerts.

3. Click the Custom tab. This shows the grid of all existing custom alerts.

Creating a New Custom Alert

Step 1 – Open the editor
Click the Add (➕) button in the Custom Alerts grid. A large modal dialog opens: Add Custom Alert.

Step 2 – Description
Enter a short, unique name (max 100 characters) in the Description field. If a duplicate name is saved, the system will warn you.

Step 3 – Choose the Type
Select either:

• Register – to monitor individual records in a specific register

• Project – to monitor all projects

The form controls below update instantly depending on your choice.

Step 4 – (Register only) Select the Register
A Registers dropdown appears. Choose the register you want to monitor (e.g., "Risks", "Issues", or a custom register). This selection is locked after first save — it cannot be changed in edit mode.

Step 5 – Define the Condition

• For Register type: An expression editor tree appears. Build a boolean expression using the register's own fields, parent register fields, and project context. The expression must return true or false. If left blank or invalid, the save will be prevented with a validation message.

• For Project type: A Formula field appears with a calculator icon. Click the calculator to open the Project Type Conditions Formula dialog and build your condition formula using the same project variable reference system used for custom details. The formula must evaluate to a boolean.

Step 6 – Trigger Alert
Choose:

• Once — fires once per project/record when condition first becomes true (re-arms if condition later resets to false)

• Daily — fires every scheduled run while condition remains true

Step 7 – Who Receives the Alert
Configure recipients using one or more of these options (at least one is required):

Step 8 – Write the Email

• Subject — type your subject. You can insert dynamic variables by clicking items from the tree that appears on the right. Variables are shown in [brackets].

• Body — type the email body with HTML-friendly formatting. Use the variable tree for dynamic content. Available variable groups:

  • Project Details (PD - Project Name, PD - Project ID, PD - Project Status, PD - Project Type)

  • Custom Details (CD - <field name> (<ID>)) — any project custom field of type Text, Numeric, Date, or Dropdown

  • Register Fields (RF - <field name> (<ID>)) — (Register type only) text, date, number fields on the selected register

Step 9 – Link
Choose whether the email should include a clickable link:

• No Link

• Project Dashboard — links to the project's dashboard page

• Item — (Register type only) links to the specific register record

Step 10 – (Optional) Auto-Update an Attribute
If you want Cora PPM to automatically update a field when the alert fires:

• For Project type: Select a field from the Project Attribute dropdown (lists Text, Numeric, Date, User List, User Role, and Project Status custom detail fields). Then fill in the Update To value that appears — a text box, number box, date picker, user picker, or status dropdown depending on the field type.

• For Register type: Select a field from the Register Attribute dropdown (lists Text, Number, Date, Single-select User List, Multi-select User List fields on the chosen register). Then fill in the Update To value.

Step 11 – Active
Leave Active ticked to make the alert live immediately. Untick to save the alert in a paused state.

Step 12 – Save
Click Save. The dialog closes and the Custom Alerts grid refreshes. A success toast confirms the save.

Editing a Custom Alert

Click the description hyperlink of any alert in the Custom Alerts grid. The same editor opens in edit mode:

• The Type field is read-only — the alert type cannot be changed after creation.

• The Register field is also read-only for Register alerts.

• If you change the Condition formula, all previously-fired "once" records for that alert are reset, so the alert can re-evaluate all projects/records from scratch.

Deleting a Custom Alert

Click the delete (?) icon on the row in the Custom Alerts grid. The alert and all its history markers are removed.

Important Tips and Pitfalls

• Formula validation: Register conditions are validated on save against the expression engine. An invalid or blank condition will block saving. Project conditions are validated at runtime.

• Recipient required: At least one recipient must be configured (via Send Mail to, Specify Users, or Specify Address). The form validates this and highlights the recipient controls in red if none is set.

• Once vs Daily: Use "Once" if the alert is about a threshold being crossed (e.g., a deadline passing). Use "Daily" for ongoing reminders while a condition persists.

• Attribute update only runs if email sends: The attribute write-back only happens after the email is sent successfully. A failed send means the attribute is not updated.

• Condition reset on formula change: Changing the formula in edit mode wipes all existing "once-triggered" records, effectively re-arming the alert for all projects/records.

• Register type removes "Item" link option for Projects: The "Item" link type is only available for Register alerts. Project alerts offer only No Link or Project Dashboard.