As a system administrator, you can set up Automatic Reminders to trigger notifications when a task or an issue is late or due.
You can also set up Reminder Notifications, which allow you to set up notification conditions for a specific object. Unlike Automatic Reminders, you manually associate Reminder Notifications with a work item.
...So which do I use? What is the difference between them?
To answer these questions we will need to help you understand how they work.
Understanding Automatic Reminders
System Administrators can set up Automatic Reminders to trigger notifications when a work item (task or issue) is overdue or is approaching its planned completion date. These help organizations to keep users more accountable for completing their work items on time.
An automatic reminder can be sent to one or more of the following:
- The user assigned to a task or issue.
- The user's immediate manager.
- The manager of the immediate manager.
These automatic reminder emails affect everyone assigned to a work item in your production environment. You will not be able to edit the contents of these reminder emails.
Users cannot turn off or disable these Automatic Reminders in their settings.
Because these have a default trigger for any work item (task or issue) they cannot not have an email template, which are object specific, attached to them.
Understanding Reminder Notifications
Reminder notifications allow you to set up notification conditions for a specific object. These objects include projects, tasks, issues, and timesheets. So, they are also available for the object types of projects and timesheets, which Automatic Reminders are not.
The creation of these and the editing of their conditions is not limited to system administrators. Users with a Plan license and administrative access to Reminder Notifications can also create, edit, and enable Reminder Notifications.
A Reminder Notification can be sent to various object stakeholders, such as owner, creator, approver, or assignee.
Unlike Automatic Reminders, Reminder Notifications are not automatically triggered for everyone, equally, on all work items.
The reason they don't automatically affect everyone equally, is that you have to manually associate a Reminder Notification with the work item, project, or timesheet that you would like them to trigger for. This means that only the users assigned to or that have ownership of the object will be affected or notified.
Reminder Notifications can also have a custom email that includes a custom email subject and body. These are called Email Templates.
You can either use the default email included with the reminder notification or use a customized email template.
The default email uses the reminder notification name as the email subject and the object name in the email body, including the event that triggered the notification.
If you want to customize the reminder email, you will need to create an email template and attach it to the reminder notification.
For information about how to create an email template, see "Configuring Email Templates."
The Main Differences
- Must be turned on and edited by a system administrator.
- A global setting that affects all users with work items that meet the Automatic Reminder thresholds.
- Once turned on, they will be triggered on all tasks and issues that meet the threshold.
- Can only be sent to the assignee, assignee's manager, or the manager of the immediate manager.
- Cannot not have an email template attached to them.
- Can be created by an admin or any users with a Plan license and administrative access to Reminder Notifications.
- Are object specific
- Must be manually attached to an object in order to trigger.
- Once attached they will only notify on that object alone.
- Can be sent to various object stakeholders, such as owner, creator, approver, or assignee.
- Can either use the default email or use a customized email template that is attached to it.
So which of these do you use? Once you understand the differences above you will be able to make a more educated decision.
To simplify things, if you wanted the reminders to be triggered on all task and issues no matter what, without the need to be attached, you would just turn on and edit the automatic reminder settings. If you wanted to build these reminders for projects, timesheets, or wanted something more customizable on tasks and issues, then you would want to use reminder notifications.