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Setting up Automatic Reminders

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Understanding Automatic Reminders

As a system administrator, you can set up automatic reminders to trigger notifications when a task or an issue is late or due. 

You cannot change the content or the subject line of the email triggered by an automatic reminder. 

The automatic reminder notification triggers an email message to users when a work item is overdue or is approaching its planned completion date.

An automatic reminder can be sent to:

  • The user assigned to a task or issue.
  • The user's immediate manager.
  • The manager of the immediate manager.

This global setting applies to all work items when enabled. Users cannot disable this. 

Setting up Automatic Reminders

  1. Navigate to the Setup area in your Global Navigation Bar.
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  2. Expand Email, then click Automatic Reminders.
    automatic_reminders_system_area.png
  3. In the Send a late notification to area, select any of the following options:
    The 'Assigned To' user: Select this option if you want the user assigned to a task or issue to receive a late notification about their work item being late.
    The user's manager: Select this option if you want the user's manager to receive a late notification about their direct report's work item being late. 
    The manager's manager: Select this option if you want the immediate manager's manager to receive a late notification about a work item of one of their direct report's users being late. 
    In the Send deadline reminder to area, select The 'Assigned To' user option if you want the user assigned to a task or an issue to receive a notification about their work item approaching the due date.
  4. You can select the time when an automatic reminder should be sent out, by selecting the amount of time before or after the due date of the work item. 
    The time is calculated from the Planned Completion Date of the task or issue.
    Specify the number of minutes, hours, days, weeks, or months to add time to the Planned Completion Date of the tasks or issues. Select Elapsed Minutes, Elapsed Hours, Elapsed Days, or Elapsed Weeks to add time that includes any weekends, holidays, and non-working hours as indicated in your schedule.
    For example, if a task is assigned on Friday and has a duration of 3 elapsed days, the task completion date is set for Monday (assuming that Saturday and Sunday is a weekend). If the task has a duration of 3 days (not elapsed), the task completion date is set for Wednesday.
    time_increments_for_automatic_reminders.png
  5. Click Save.

Receiving Automatic Reminders

If you are the designated entity in an Automatic Reminder notification, you receive an email when the specified deadline is met. 

For more information about receiving Automatic Reminders emails, see the "Receiving Automatic Reminders" section in "Receiving Email Notifications."

Sending Automatic Reminders

Automatic reminders are sent as soon as the time selected by the system administrator is met. 

If you want to trigger sending the automatic reminder emails manually, you can do so by using Diagnostics. For more information about accessing and using Diagnostics in Workfront, see "Using Diagnostics."