Alerts
- Hachim Khaldi
Notifications and alerts in Chronova are designed to keep users up to date with project status changes, budget warnings, and important approval requests. These notifications appear in real-time within the Chronova dashboard and in other relevant sections of the application. Below is a detailed overview of each type of notification and alert.
1. Budget Threshold Alerts
Budget threshold alerts notify the user when the project’s expenses approach a predefined percentage of the total budget, helping project managers act proactively to prevent overspending. These alerts are only displayed if budget tracking is enabled and the project's cost exceeds the set percentage.
When triggered:
This alert is triggered when project costs exceed the set percentage of the total budget (e.g., 80%).
Action required:
Review project expenses and consider adjusting resource allocation to prevent overspending. Increase the project budget if necessary.
2. Budget Exceeded Alerts
Budget exceeded alerts are sent when a project’s costs surpass the total budget allocation, providing immediate warning that corrective action is required.
When triggered:
This alert is triggered when project expenses surpass 100% of the allocated budget.
Action required:
Adjust project scope or resources to minimize further spending.
Increase the project budget or reassess future expenditures.
3. Worklog Approval Alerts
Worklog approval alerts notify project managers when team members submit worklogs that require manual approval. These alerts help maintain oversight of time-tracking and labor cost calculations.
When triggered:
This alert is triggered when a worklog is submitted by a team member and manual approval is required based on the project’s worklog approval settings.
Action required:
Review submitted worklogs.
Approve or reject the worklogs, ensuring all approvals are made promptly.
4. Expense Approval Alerts
Expense approval alerts inform project managers when team members submit new expenses requiring approval. This ensures financial accuracy and that all expenses are properly accounted for.
When triggered:
This alert is triggered when a team member submits an expense requiring manual approval.
Action required:
Review submitted expenses, verify the details (amount, description, category), and approve or decline the expense to maintain accurate financial tracking.
5. API Token Expiration Alerts
Chronova issues an alert when the Tempo API token used for time tracking is nearing expiration or becomes invalid, ensuring that time-tracking data continues to sync without interruption.
When triggered:
This alert is triggered when the current API token becomes invalid or is approaching expiration.
Action required:
Generate a new Tempo API token and update it in the admin section. Validate the API token through the provided test call in the admin section.
6. Incorrect API Token Alerts
An alert is triggered when an invalid API token is detected, notifying the user that the current token is incorrect and requires updating.
When triggered:
This alert is triggered when an API token is tested and found to be incorrect before being saved in the database. It is also triggered if the system detects that the existing token has become invalid.
Action required:
Update the API token with the correct credentials. Use the test call function in the admin section to verify the validity of the new token.
7. Visual Indicators for API Tokens
When an API token is created, a visual text indicator appears to show the status of the token (valid or invalid), providing immediate feedback during the token creation process.
When triggered:
This visual indicator is displayed during the process of creating or updating the API token in the admin section.
Action required:
Ensure that the token is valid before saving it to the database. If the token is invalid, update the credentials and revalidate.
8. Comments on Issues exceeding the allocated budget
When triggered:
When a contributor logs time in an issue associated to a Chronova project that went overbudget.
Worklogs are still added to Jira, just not taken into consideration in Chronova
Best Practices for Handling Notifications and Alerts
Monitor regularly: Project managers should consistently monitor notifications to stay on top of budget and time-tracking issues.
Act promptly: Address budget, worklog, and expense alerts quickly to prevent delays in project progression.
Validate API tokens: Always validate the Tempo API token before inserting it into the database, and replace expired tokens immediately to avoid disruptions in time-tracking.