Reminders can be sent if there is a necessity to remind a user about any kind of things that need to be done or any other urgent events. The reminders are sent a few days before/after the due date of such events.
For example, the "My Tasks" reminder has to be sent to the user whom the task is assigned two days before the task due date.
When a reminder is created, the reminder metadata is converted to the pair of a time-dependent trigger and an email alert action. It means that the trigger with the email alert action is added to a database automatically and vice versa the trigger with a sole email alert action that is not reused elsewhere is viewed and edited as the reminder - on a single screen; but these trigger and action are also listed under workflow triggers and actions to allow fine-tuning.
To create a reminder or modify an existing one:
Setup link in the top right corner of the window.
Select a table you need.
From the setup menu select
E-mail Notifications >
Configure e-mail reminders. The system will display the
If you want to edit the existing reminder, click the Edit button next to the necessary reminder entry. You can also copy the existing reminders or delete them clicking the corresponding buttons on the form.
Moreover, you can also enable or disable sending the reminders in the common list displayed on the form: select the checkbox next to a necessary record and click the
Disablebutton. Use the
Actioncheck box for multiple selections.
To create a new reminder, click the
New button at the top of the form. As a result, the
New Reminder form will be displayed.
General section of the form enter the reminder general data:
|Name||In the |
|From||In the |
|To/Cc/Bcc||In the |
E-mail Contents section of the form enter the data concerning the e-mail contents:
|Subject||In the |
|Body||In the |
|Format||In the |
|Attach Document||In the Attach Document dropdown select a generated document that should be automatically sent by email.|
|Attach File||In the Attach File dropdown you can select a File Attachment column name. As a result, the file kept in this column will be attached to the E-mail notification.|
Reminder section of the form enter the data specifying when the reminder should be sent:
|Date||In the |
|Offset||In the |
|Filter||In the |
|Notification enabled||Select the |
Save button to save the information entered in the form.
To check quickly the filter conditions specified in the reminder and review records that could be affected, go to the reminders list, click directly on the reminder name and use the
View Records button displayed on the reminder form.
How to set a specific time to send a reminder
Let’s assume you have the "Due Date" column of the date type. The reminder should be sent two days before the Due Date at 9:30 am. So, you need to specify the time for the reminder sending.
In this case you should create an additional Formula-Timestamp column. This column can keep the following formula:
ToTimestamp([Due Date],ToTimeOfDay("09:30:00 am"))
After that you can choose this formula-timestamp column in the
Date dropdown of the reminder settings.
As the result, a corresponding user will receive the reminder at 09:30:00 am or some minutes later according to the location and timezone settings chosen in the database properties.