How to set up task reminders

Staying on top of tasks is crucial for maintaining productivity and meeting deadlines. This is why, Procify offers the capability to set up email reminders according to who needs to be reminded of the to-do tasks, and when. This ensures that tasks are not forgotten and helps keep processes on track.

To add a reminder, head to the Workflow Builder Settings and select the Reminders option. You can set up multiple reminders for the tasks of a workflow so that you can cover different instances. By combining your choices, you can create any reminder you wish.

To create a reminder, click the ‘Add Reminder’ button and choose the rules that best work for the instance you want to be reminded of using the following options:

Assignment

Choose the assignment status of the tasks you want to send a reminder for:

• Assigned: Refers to tasks that have been assigned to a user
• Unassigned: Refers to tasks that have not been assigned to a user, and are left unassigned

Due Date

Choose if you will be sending reminders for tasks with or without a set due date:

• Has a due date: Refers to tasks with an expected duration; they become overdue after the set time.
• Doesn’t have a due date: Refers to tasks without an expected duration, hence they do not become overdue

The system automatically sends a notification email to the task assignee when their task becomes overdue, so there is no need to add this reminder manually.

Recipient

Choose the recipient or recipients of the reminder email. You can either choose from a set of dynamic variables, such as the Task Assignee, whoever it may be, or you can opt for a specific user of the platform, such as the CEO, in case of escalations.

Timing

The last configuration you need to do to set up a reminder is to choose when this reminder will be sent. 

To save your reminders, you have to click the Save button on the top right corner of the drawer. You don't need to re-publish your workflow for the changes to take effect.

Examples

For example, in a workflow, we want to set up a reminder for the department supervisor when a task assigned to their department remains unassigned for over 24 hours. Additionally, we want to send a reminder to the assignee of a task not submitted in over 48 hours. If the task remains open after 72 hours, we want to inform their supervisor.

To achieve what we described above, we need to set up 3 separate reminders:

Reminder #1: When a task is assigned and doesn't have a due date, send reminder to Task Assignee 48 hours after task creation.

Reminder #2: When a task is assigned and doesn't have a due date, send reminder to Task Assignee Supervisor 72 hours after task creation.

Reminder #3: When a task is unassigned and doesn't have a due date, send reminder to Department Manager 24 hours  after task creation.

Reminders operate at the workflow level. This means that any tasks within a case that meet the criteria of one or more of the established reminders will trigger email notifications.