For access, please contact us via the help center or email [email protected]
Who receives the emails?
Owner and supervisors
When emails are sent?
Notifications are sent once daily at 9:00 AM ET.
If a workflow exceeds its budget today, the email notification will be sent the following day at 9:00 AM ET.
Email will not be sent again when the same workflow occurrence remain overbudgeted.
What triggers the email?
When the total budgeted hours for that workflow occurence are exceeded.
If the overall logged hours for the workflow remain within budget, no email will be sent—even if an individual task goes over its budget.
What’s included in the email?
The subject will have the client and workflow name
The number of hours by which the workflow has exceeded its budget (total logged hour out of total budgeted hour)
A breakdown of the total time logged by each user for that workflow.
How is budgeted and logged hours for a workflow occurrence shown in the email?
Budgeted and logged hours are calculated by combining:
All tasks under that workflow, as shown within the client profile.
Any ad hoc tasks associated with that workflow occurrence.
For example:
This workflow recurs every 2 weeks on Monday, Sept 1. It has 2 tasks. Each task has budgeted hour = 1hr.
The total budgeted hour for each workflow occurrence is 2hrs.
User added an ad hoc task tied to this workflow with budgeted hour = 1hr, the total budgeted hours for that specific occurence will increase to 3hrs (2 hours from the recurring workflow tasks and 1 hour from the ad hoc task)
Why do workflow budgeted hours in the email look different from time reports?
The time report Levvy calculates budgeted hours in real time, based on the tasks currently assigned to a client or user for that week or month.
Moving tasks to a different date in the workspace affects the weekly and monthly budgeted hours.
Using the same workflow example described above.
A workflow recurs every 2 weeks on Monday. On Sept 1, it has 2 tasks. Each task has budgeted hour = 1.
In the time report for Sept 1 to 7, the budgeted hour for that workflow occurence is 2hrs.
Users then move task 2 to next week, as the user won't be able to start until then.
In the time report for September 1–7, the budgeted hours for that workflow occurrence show as 1 hour (after the task was moved out of this week).
In the time report for September 8–14, the budgeted hours for the same workflow occurrence show as 1 hour (reflecting the task that was moved into that week).
However, in the overbudget email, the budgeted hours for this workflow occurrence will appear as 2 hours. This simulates a fixed budget, so you can see the total originally allocated for the workflow, regardless of how tasks shift between weeks.