You know the problem: you activate email notifications in Polarion, and users are flooded with emails. Very quickly, the emails get ignored because there are too many and their content is difficult to differentiate without considerable effort.

The Reminder Email Organizer provides a solution: A Polarion user receives exactly one reminder email per specified day of the week. This email contains the Polarion-relevant objects for that user — such as Work Items, Live Documents, or Test Runs — grouped by categories. Each category is defined by a condition that must be met for an object to be included in the email. The grouping of objects by category is further subdivided by their origin, as all Polarion projects within the repository serve as the information source for the reminder email. Smart summaries enable recipients to grasp key information at a glance and maintain an overview, even when a large number of objects are reported. Each summary includes embedded hyperlinks, allowing users to click through — for example, directly into Polarion’s Work Item Editor (Tracker) — where the reported objects can be viewed in tabular form.

In the Reminder Email Organizer app, you can specify any number of categories. For each category, you specify selection criteria, including:

• A condition in the form of a query, which you can easily obtain via copy and paste
  — for example, from the Query Builder in the Live Document or Work Item Editor
  — and which must be met for an entry to be included in the reminder email
• The class of Polarion objects, known as the prototype or scope, to be searched
  — such as Work Item, Live Document, or Test Run
• The fields that should form the columns of the report table in the reminder email
• The field by which the report table is be sorted

Additionally, for each category, you specify the recipients and dispatch days of the reminder emails — simply by clicking the appropriate checkboxes.

Here is an example of a reminder email that reports on three different categories, each with a different scope: Work Items, Live Documents, and Test Runs. All data shown in blue text within the tables are hyperlinks, which, when clicked, take the user directly to the corresponding location in Polarion.