Set a Workflow to Start When a Project Alert is Initiated or a Portfolio Threshold is Reached

You can set a workflow configuration to run automatically when a project alert is initiated or a project or portfolio threshold is reached.

You can only set a workflow to begin in response to an alert or threshold if the alert or threshold has already been set up in a project or portfolio. You can have a workflow start when an existing alert is initiated or threshold is reached, but you cannot create a new alert or threshold in the Workflows and Forms app.

Note: Any alert or threshold that will be used to start a workflow should be configured to notify at least one user when it is initiated. Recommended users include the project manager or portfolio manager.

Note: The project threshold for a portfolio planning period can be used to trigger a workflow for any project that meets the configured threshold conditions.

To set a workflow to start in response to an alert or threshold:

  1. In the object selector, select Workspace, select View Workspaces List, and then select a workspace name.
  2. From the Main Menu, select Workflows and Forms, and then select Workflow Configuration.
  3. On the Workflow Configuration page, select a row for a project or portfolio workflow configuration.

    Do not open it, just select the row to highlight it.

    The Context Type value of the configuration must be Project or Portfolio.

  4. On the Alerts & Thresholds detail window, select Add.
  5. When configuring a Project workflow, you can select Threshold or Alert. The project threshold for a portfolio planning period can be used to trigger a workflow for any project that meets the below threshold conditions.

    Note: Only configurations without validation errors will be started based on trigger conditions from alerts and thresholds.

  6. In the Configure Event dialog box, complete these fields:

    For Project workflows:

    • Event Name: The name of the event. You cannot have two identical event names for one workflow configuration.
    • Description: A description of the event.
    • Project: The name of the project that will be monitored for the event.
    • Portfolio - Planning Period: The name of the portfolio and planning period that will be monitored for the event. This field is only available when Threshold is selected.
    • Field: The field within the selected project that will be monitored for the event.
    • Alert: The alert that, when initiated, will also start the workflow configuration.
    • Threshold: The threshold that, when reached, will start the workflow configuration. This field is only available when Threshold is selected.

    For Portfolio workflows:

    • Event Name: The name of the event. You cannot have two identical event names for one workflow configuration.
    • Description: A description of the event.
    • Portfolio - Planning Period: The name of the portfolio and planning period that will be monitored for the event.
    • Scenario: The scenario that will be monitored for the event.
    • Field: The field within the selected scenario that will be monitored for the event.
    • Threshold: The threshold that, when reached, will start the workflow configuration.

      Note: A workflow started on an object by an event cannot be started again by any event on the same object until that workflow finishes in status completed, stopped, or failed.

  7. Select OK.

Now, when the chosen alert is initiated or threshold reached, the workflow will begin automatically.

Depending on your workflow configuration permissions, you can edit, delete, disable, or enable a workflow alert or threshold in the Context menu in the Alerts & Thresholds detail window.