Email and Publish Options dialog

To access the Email and Publish Options dialog, on the Allocation tab, in the Tools group, click the Publish dropdown and select Email and Publishing Options.

This dialog is not available in Asta Powerproject SaaS.

1. Click the Outlook radio button if you want to publish allocations via Outlook, or click the SMTP email radio button if you want to publish them via a specific SMTP mail server.
2. If you are publishing via Outlook, use the check boxes underneath the Outlook radio button to specify whether you want to publish allocations as Outlook appointments or tasks, or whether you want to publish them by sending automatic emails to your permanent resources. You can select more than one method of publication.
3. If you are publishing via Outlook, click the Details button to display the Publish to Outlook dialog, which you use to specify further Outlook publication options.
4. If you are publishing via SMTP email, enter the IP address or the WINS/NetBIOS name of the mail server you want to use in the Mail server field and enter the return email address to which any replies should be addressed in the Return email address field.
5. Click the Publish manually radio button if you want to publish details of permanent resource allocations at a time and frequency that suits you (by clicking the Publish dropdown in the Tools group on the Allocation tab and selecting Publish), or click the Publish automatically radio button if you want allocations to be published automatically, each time an allocation (or a task with an allocation) is created or edited in Asta Powerproject.
   
   Note that if you choose to publish automatically by email, your permanent resources may receive a large number of emails. If you choose to publish manually, all allocations are combined together into a single email for each permanent resource, resulting in fewer emails.
6. Click the Detailed format or Compact format radio button to specify the amount of detail that you want to publish about each relevant task; click Fields to select further information to include about each task.
7. Permanent resources may make changes to the tasks or appointments that are created for them in Outlook. For example, a resource could change the start and finish dates of an Outlook appointment, or the start and finish dates and the percentage complete of an Outlook task. Select the Apply user changes when publishing check box if you want to check for any changes that have been made to Outlook tasks and appointments since they were last published. If you select this check box, you will be presented with a list of the changes that have been made at the end of the publication process, and you can choose to accept or reject each one.
   
   Note that any changes that are made in Outlook are only picked up by Asta Powerproject when you perform a publish from Asta Powerproject to Outlook; changes made in Outlook do not trigger an automatic publish from Outlook to Asta Powerproject on their own.
8. If a permanent resource changes the percentage complete of an Outlook task and you accept the change that they have made, progress on the corresponding resource allocation in the Asta Powerproject project is updated accordingly. Select the Progress tasks from allocations check box if you want progress on the task to be updated as well, or clear the check box to update progress on the allocation only.
9. When publishing allocations as Outlook appointments, select the Use Outlook all day events check box to specify that allocations that have a duration of 1d (or 3d, or 4d, etc) rather than a duration that gives a specific number of hours such as 5h, 7h or 7.5h should result in 'all day event' Outlook appointments, or clear the check box to specify that they should result in Outlook appointments with start and finish times that are taken from the appropriate calendar.
10. By default, Asta Powerproject expects the address book that contains details of your permanent resources to be called "Global Address List". In most cases, this name will be correct. However, you may be using an address book with a different name. This may be the case, for example, if you are using one language variant of Asta Powerproject and another language variant of Outlook, as the name of the Outlook address will be in a different language to that expected by Asta Powerproject. If you are using an address book with a name other than "Global Address List", enter its name in the Alternate address book field.