In any organization, resources are assigned to various projects for specific durations. Once their tenure on a project concludes, it becomes crucial to reallocate them to new projects to maintain optimal efficiency. To streamline this process, Keka offers an Event Trigger feature that sends timely reminders about the end date of resource allocations. This ensures that you are always informed when a resource has completed their assigned period on a project, allowing for seamless transitions and better management of resources.
To create an event trigger for the resource allocation end date, navigate to the Global Settings section by clicking on it (1).
In the Global Settings tab, select "Integrations and Automation" (2), then proceed to "Event Triggers" (3). From there, search for "Resource Allocation End Date" (4) to locate the relevant event trigger.
Within the resource allocation end date settings, you have the option to establish three levels of triggers. The first level, labeled "Execute on the day," is set by default and cannot be modified. To add additional actions for the remaining trigger levels, simply click on "Add Action."
For all action levels, you have three available triggers: Send Email, Slack Notification, and Webhook. Let's delve into each option in detail.
Send Email: Choose this option if you wish to send an email reminder regarding the resource allocation end date. Begin by naming the email action and selecting the recipients. You can choose recipients based on employee roles or Keka user roles. Additionally, you have the option to include a resource assignment link for easy reference. Once you have configured your settings, click on Create to save your changes.
Slack Notification: To send a notification to a specific channel, enter the channel's link in the designated URL field and give your action a name. After that, click on "Test" to verify the integration with the provided URL. Once confirmed, click on "Create" to save your settings.
Webhook: Webhooks are commonly utilized to link two different applications together. When a specific event occurs in the triggering application, it collects and formats data about that event and sends it to a designated webhook URL in the receiving application. This allows the receiving application to take action based on the information received from the triggering application.
For the subsequent two levels, you can specify the number of days in advance that the triggers should activate. Simply click on the Pencil Icon to modify the time frame.
You also have the option to remove these levels of event triggers by clicking on the Delete Icon.
It is important to note that the initial event trigger cannot be deleted; however, you do have the flexibility to remove the last two levels of reminders if desired.
For additional information on managing resource allocation settings in Keka, please refer to our comprehensive guide here: Managing resource allocation settings for Keka PSA
We hope you found this article informative. If you have any further questions or need assistance, please don't hesitate to reach out to our Product Experts for support!