Warnings, Alerts & Escalations

IntoAEC has a built-in three-stage notification system that automatically keeps you and your team informed when work needs attention. As an item moves closer to its deadline — or crosses one — the system sends progressively stronger notifications: Warning → Alert → Escalation.

This guide explains how each stage works, lists every notification rule across all modules, and shows you exactly when each notification will fire.

Where to View Your Notifications

1. Log in to IntoAEC at https://app.intoaec.ai

2. Click the  Notification bell in the top-right corner, (how to off the tone)

3. Notifications are color-coded by severity:

   • ? Yellow — Warning

   • ? Orange — Alert

   • ? Red — Escalation

4. Click any notification to jump directly to the related Task, Schedule activity, Indent, RFQ, PO, or WO

You will also receive a copy by email at your registered address.

What is the Warning–Alert–Escalation System?

It is an automated, condition-based notification flow designed to prevent missed deadlines, budget overruns, and stalled work across your project lifecycle.

Each stage typically targets a wider audience than the last (assignee → manager → admin), so nothing falls through the cracks.

Modules Covered

The notification system is active across these IntoAEC modules:

1. Task — Project tasks assigned to team members

2. Schedule — Project schedule activities, milestones, and budgets

3. Indent — Material indent requests

4. RFQ — Request for Quotation sent to vendors

5. PO — Purchase Orders awaiting approval, dispatch, or acknowledgement

6. WO — Work Orders assigned to vendors and contractors

How Notifications Are Triggered

Most rules are time-based — they fire after a set number of days of inactivity. A few special rules are different:

• Percentage-based — Task and Schedule progress notifications fire when lag exceeds a percentage threshold.

• Budget-based — Schedule budget rules fire based on % over budget consumed.

• Immediate Alert — Some rules (like overdue items) skip the Warning stage entirely and fire an Alert the moment the condition is met. 

Notification Rules .

 Indent Module

 RFQ Module

 Purchase Order (PO) Module

 Work Order (WO) Module

 Task Module

Note on Task Overdue: When a task crosses its due date, the system sends an Immediate Alert right away — there is no early Warning, because the deadline has already passed. If it remains overdue for 2 more days, it is escalated.

Schedule Module

Note on Budget Exhausted Early: When the budget is fully consumed before the schedule is complete, there is no Warning stage , the system fires an Immediate Alert and escalates after 1 day if no corrective action is taken.

Customizing Notification Templates

You can customize the content of these notifications (sender name, subject line, message body) from the Template Center. Note: Trigger timings shown in the tables above are system defaults — contact support if your organization needs custom thresholds.

1. Go to Settings → Template Center → Notification Templates

2. Choose Default Notification Template or create a Custom Notification

3. Edit the message content and recipients

4. Save your changes

Pro Tips

• Act on Warnings early — they exist so the Alert and Escalation stages never need to fire.

• Update task / schedule progress regularly — many rules (Stalled, Behind Schedule) trigger from lack of activity, not just missed dates.

• Watch your budget consumption — Schedule budget alerts can fire well before your timeline ends, giving you time to course-correct.

• Keep your contact details up to date under My Account → Profile Details so email notifications reach you.

• Assign a clear reporting hierarchy — escalations are routed to managers and admins based on your org structure.

• Mark items complete promptly — notifications stop the moment the status is updated.