This action in Workflows allows you to trigger automatic reminder emails. This can be a great help for contract obligation management.
To start, in a template, navigate to the “Workflow” tab on the side bar and click “New workflow”. Set up the name of the workflow and select your desired enrollment trigger as usual. You can read more about how to create a Workflow here.
Please note that at the point of the trigger (e.g. Document is created) the reference date must already be known. If not, the workflow will disregard it. For example, if your trigger is “Document is created”, you would not be able to reference a Date from within the questionnaire. This is because, at the point that the document is created, the questionnaire has not yet been answered so there is no stored Date value. In that scenario, you should set the trigger as “Document questionnaire submitted” instead of “Document is created” so that the Date would be saved at the trigger point.
Following this, select the action labelled “Send reminder email”.
The following menu will be displayed:
Action | Explanation |
Choose email template | Select an existing email template from the dropdown. This is the email template that will be used for the reminder email.
In your email templates, you can use the following attributes to pull information from the document into the Reminder email:
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Recipients | Clicking either “Add role” or “Add new user” will allow you to select recipients for the reminder email.
“Add role” will allow you to specify a role in the document that will receive the reminder email. “Add new user” will allow you to specify a specific name and email address of the person who will receive the reminder email.
You are able to add multiple roles/users. |
Execution schedule | You will be able to choose whether to execute the reminder email immediately or delay the execution.
By selecting the “execute immediately” option, the reminder email will be sent as soon as the trigger is activated.
If you select “delay execution”, this will allow you to set up a rule and schedule for when the reminder should be sent. |
Explaining the options in “delay execution”
You will be able to select whether you want the schedule to be “Based on document state” or “Based on date in the document”.
Based on document state | This means that the schedule will be set based on a document state. When you select “based on document state” can select the relevant document state in the 4th row.
The two states you can choose between are when “the document is created” and “the document is completed”.
This would select the date and time at which the document is created or completed. |
Based on date in the document | This means that the schedule will be set based on a Date attribute from within the document. Please note that the attribute must be set as a “Date” input type in the questionnaire.
To select the relevant date attribute, click on the blank option in the 4th row. This will bring up a drop-down of Date attributes from the template.
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Setting the time | You can set the time and time zone that the reminder email should be sent. You can set the units of time the delay should be and the type of relevant unit. You can also select whether the reminder email should be sent before or after the reference date. |
Once you have made your selection, click “save” to save the workflow.
Upcoming reminders
To learn how to see your upcoming reminders in a dashboard and manage them, go to this article.
New Date Operations
There are some date operation functions that can help you while setting reminders: Date Offset, Date Difference and Compare Dates. If you would like to know what they are/how to use them, take a look at the Operations Guide linked here and search for 'Date Offset' 'Date Difference' and 'Compare Dates'. We will include worked examples in the Operations Guide soon that will aid you in constructing your own date operations.