Configuring PR-Tracker to Send Email Notifications

In order to configure PR-Tracker to send email notifications you need to perform the configuration tasks described below.

Assign an email address to each user
  1. Do menu Setup | Users. The User Setup dialog will be displayed.
  2. Double-click on a user in the list. The User Settings dialog will be displayed.
  3. Enter the email address for the user and press OK to save the settings.

Repeat steps 2 and 3 for all users.

Note: Depending on how the email system on the email computer is configured, the value that you enter for the email address may be an actual email address like "" or a user friendly name like "John Doe".   If one doesn't work try the other.

Enable email notification on each project

Email notification is enabled/disabled on a project by project basis. For this reason you must enable email notification on each project that you want it to work on. To enable email notification on the open project do these steps:

  1. Do menu Setup | Configure Current Project. The Configure Project dialog will appear.
  2. Click the Notification tab on the far right.
  3. Check the checkbox for Notify user when a problem report needs their attention
  4. Select the Person responsible for assigning problems. This person will receive notification when a new problem is entered which has not been assigned.
  5. Select the Person responsible for closing problems. This person will receive notification after problems are verified.
  6. Configure email subject and email message: besides $P, $N, $T, $D represented Project name, number, title, and description respectively, PR-Tracker now allows you to include other fields in the email subject and email message. The format for the field to be included is [$Field Label]. For the project name, the field place holder should be [$ProjectName].
Configure email settings and install the Email Notifier

This task needs to be performed from the computer that will server as the email notifier. Do these steps

  1. Do menu Setup | Email Notification. The Email Notification Setup dialog will appear.
  2. Select email system. If your email server is an internet email, choose SMTP email sytem option; if your SMTP email server needs to talk to an Exchange Server, choose Extended SMTP option. If your email server doesn't support SMTP, choose MAPI email system.
  3. For MAPI email system, select the email profile from the dropdown combo box. If these are no profiles to select from it means you don't have a MAPI compliant email system installed and you will have to configure your computer with one.
  4. For SMTP or Exchange SMTP email system, you need to enter the email host, an email address which will appear in From address in the email notification message, logon name and password. Logon name and password are needed when connecting to an Extended SMTP or access to a mailbox to retrieve messages in order to submit problem reports via email. Leave logon name and password blank if you wish not to use the new feature submitting problem reports via email.
  5. If you want Email Notifier to accept problem reports via email, check Read email to check for incomming problem reports checkbox.
  6. Press button Install Email Notifier. This will install the email notifier on the computer you are using. If the Email Notifier is already installed on a different computer, pressing the button will also cause the Email Notifier to be uninstalled on the other computer.

If you are installing the Email Notifier on a Windows NT or 2000 computer, you will be prompted as whether or not to install it as a service. If you choose No the Email Notifier will be installed but not as a service. This means the Email Notifier will only run if you are logged into the computer. If you want Email Notifier to run even when no one is logged onto the computer then you must install it as a service. If you choose to run the Email Notifier as a service, you will also need to configure the PR-Tracker Email Notification service using Windows.

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