Sending recurring request reminders

Send recurring reminders to people that are responsible for fulfilling requests.

How it works

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

Note

  • Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
  • If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

Example

Configuring recurring reminders

Scenario

You create a request and specify the due date as May 3, 2019. You also configure your notifications settings as follows:

  • Send recurring reminders Weekly
  • Send reminders prior to due date 5, 3, 1, blank, blank

Result

Reminder emails for the request are sent weekly (every Monday) prior to May 3, 2019. Additional reminder emails for the request are also sent 5 days, 3 days, and 1 day prior to May 3, 2019.

After May 3, 2019, the reminder emails continue sending on a weekly schedule until the request is closed, deleted, or assigned to another person. If the person assigned to the request is removed from the project, or the project is archived, the reminder emails also stop sending.

Permissions

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

Professional Managers and Professional Users can send multiple request items in a single email.

Configure how often reminders are sent

You can send recurring reminders on a daily, weekly, or monthly schedule; or on 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:
    FieldDefaultRemarks
    Send recurring remindersWeekly

    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 requests into a single email per person

If you bulk send requests, multiple requests are consolidated into a single email instead of sending out one email per request.

  1. Add all of your requests and keep the Send Now option deselected for each request.
  2. Optional. Navigate to the Notifications tab on the Configure Project Type page to specify how often reminders should be sent.
  3. Click the Requests project management tab to navigate to the Request List Tracking page. 
  4. Select the requests you want to consolidate into a single email.
  5. Click Send Notification.

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

Who receives reminders?

Both the request owner and people that have been CC'ed receive email notifications.

  • The request owner receives an email that describes that they have been assigned the request.
  • People that have been CC'ed on the request receive a different email that describes that they have been added as a contributor to the request.

When do reminders stop being sent?

Reminders are sent for open requests, and for any additional request statuses defined for the project type as having notifications enabled.

If you update a request by setting the Status to Received, the request owner, and any CC'ed persons on the request, will no longer receive reminders about the request. Reminders will also not be sent while the request is set to any status that has notifications disabled.