Step 5b: Configure workflow emails – Action reminders

A workflow is a sequence of steps describing the life cycle of a document. In AODocs, each workflow step is called a workflow state.

Library administrators can configure workflow emails for each workflow state:

This article explains how to configure action reminder emails.

 Example of an action reminder email 
 Configure action reminder emails

 


Example of an action reminder email

Action reminders are sent to workflow participants who have a pending workflow action to perform

Note: To have pending workflow actions in a library, users must have access to the library. 

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Configure action reminder emails

Note: Workflow emails are sent from notifications+workflow@noreply.aodocs.com.

1. In the workflow configuration, press Notifications in a workflow state. A pop-up opens where you can configure workflow emails.

2. Select Reminders under Action email. Any reminders you have already created are listed.

Tip: Hover over any text in the table to display it in full.

3. Press the Add reminder button or select Edit in the More actions menu next to the reminder you want to configure.

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4. Define a name for your action reminder. 

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5. Select the workflow transition for which you want to activate your reminder. 

Note: If there is only one transition available, you can't select it. Your reminder will be be applied to this transition.

6. Define the recipients of your reminder. 

Reminders are sent to participants assigned to the selected transition who have a pending action.

For parallel transitions: regardless of which option you choose, reminders are sent to participants assigned to the selected transition who haven't yet performed an action for this transition.

For the specific case of simple transitions in states that also have a parallel transition, select:

  • Only participants who haven’t yet performed an action for the parallel transition (if any):
    to send reminders to all participants assigned to the selected simple transition except those who have already performed an action in a parallel transition from the same state
  • All participants assigned to the transition: to send reminders to all participants assigned to the selected simple transition including those who have already performed an action in a parallel transition from the same state

In the example below we selected:

  • a simple workflow transition (Any single member of Directors) in a state that also has a parallel transition (All members of Legal team)
  • the option Only participants who haven’t yet performed an action for the parallel transition (if any)

This means that all Directors will receive an action reminder except any who are also in the Legal team and who have already validated the contract.

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7. Select a workflow email template to use for your reminder. You can select:

Tip: Press See template to open the template in a new tab.

8. Define when to start sending reminders.

Note: Reminders are sent when the system runs a check and finds that the transition isn't complete. These checks occur daily at 12.00 Central European Time (CET).

You can start sending reminders:

  • Immediately after entering the state (at 12.00 CET)
  • From a specific date: use the calendar to select a date
  • From a specific date property: select a date property from the drop-down list and specify if you want to send your reminder:
    • on this date – select No offset
    • a defined number of days before or after this date – select Minus or Plus and enter the number of days

Note: This option is displayed only if you have one or more date properties defined in the document class of this workflow. Learn more: Create and configure custom properties.

  • After a certain duration in the state: define how many days after the workflow enters this state that you want your reminder to be sent

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9. Define how often to send a repeat reminder:

  • Every day
  • Every two days
  • Every week
  • Every specific number of days: enter the required number of days

10. Define when to stop sending reminders:

  • Never (until the workflow state changes)
  • After a certain number of occurrences: enter the number of reminders to send
  • After a specific date: use the calendar to select a date
  • After a specific date property: select a date property from the drop-down list and specify if you want to send your reminder:
    • on this date – select No offset
    • a defined number of days before or after this date – select Minus or Plus and enter the number of days

Note: This option is displayed only if you have one or more date properties defined in the document class of this workflow. Learn more: Create and configure custom properties.

  • After a certain duration in the state: enter the required number of days

11. Press Create. Your workflow action reminder is added to the list. 

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