Sending recurring action reminders

Send recurring reminders to people that need to respond to actions.

How it works

If you need to send recurring reminders about actions, you can configure how often email notifications should be sent to owners and CC'ed persons. You can also send multiple actions in a single email to owners and CC'ed persons.

Example

Permissions

Project Admins and Project Type Admins can configure how often reminders are sent.

Professional Managers, Professional Users, Contributor Managers, Contributor Testers and Contributor Users can send multiple actions in a single email.

Configure how often reminders are sent

You can send recurring reminders on:

• a daily, weekly, or monthly schedule
• a custom schedule based on "x" number of days before the due date

1. From the Launchpad home page (www.highbond.com), select the Projects app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Projects app.

   The Projects home page opens.

2. Under System administration, select Manage project types.
3. Navigate to the appropriate project type and select Edit.

   The Manage Project Types page opens.

4. Select the Notifications tab.
5. Configure the following fields and select Save:

   Field	Default	Remarks
   Send recurring reminders	Weekly	Select Daily, Weekly, or Monthly from the dropdown list to indicate the frequency that reminder emails will be sent for outstanding items (open or overdue actions/requests). Reminder emails start sending at 00:00 UTC. Weekly reminders send on Mondays, and monthly reminders send on the first day of the month. Reminder emails about actions and requests send prior to and after the due date until the items are closed, deleted or assigned to another person. If the person assigned to the item is removed from the project, or the project is archived, reminder emails also stop sending.
   Send reminders prior to due date		Select this option to set a custom schedule for reminder notifications based on "x" number of days before the due date of the action/request. You can specify up to five custom notification frequencies. If the due date of an action / request has passed, or if no due date is set, reminder emails are sent on the default frequency (Weekly) or specified recurring reminder frequency (Daily or Monthly).

   Note

   If you enable only regularly recurring reminder emails without additional scheduled reminders "x" days prior to the due date, Diligent One sends the regularly recurring reminders both before and after the due date.

   However, if you enable both notification types, Diligent One sends only the reminders on the custom schedule before the due date, and sends only the additional regularly recurring reminders after the due date has passed.

Consolidate multiple actions into a single email per person

You can aggregate multiple actions that have been assigned to an owner or CC'ed person into a single email per person.

1. Add all of your actions and keep the Send notification now option deselected for each action.
   
2. Optional. Navigate to the Notifications tab on the Configure Project Type page to specify how often reminders should be sent.
3. Navigate to each action, select Send [frequency] reminder, and click Save.

   Result All actions are consolidated into a single email for each person.
   

Who receives reminders?

Both owners and people that have been CC'ed receive reminder notifications.

• Owners receive an email that describes that they have been assigned as an owner of an issue or action.
• People that have been CC'ed on an action receive a different email that describes that they have been added as a contributor to the action.

When do reminders stop being sent?

Reminders are only sent for open actions.

For example, if you update an action by setting the Action state to Closed, the owner of the action, and any CC'ed persons on the action, will no longer receive reminders about the action.