Creating an Email Reminder Rule

Objective

After completing this lesson, you will be able to configure email rules and describe how they impact users.

Email Reminder Rules Overview

Automatic e-mail reminders prompt users into action based on a specified time limit. You use this tool to set up the e-mail messages and define the rules that trigger them.

The rule specifies the criteria that trigger the system to send an e-mail message. For example, the rule Unsubmitted Report - 15 days identifies expense reports that users created but have not submitted after fifteen days.

A batch job assigns the reminders to a group and sends them out once a day during the nightly processing schedule. Users can't turn off email reminders, and email reminders don't function in a test environment.

Configure Email Reminder Rules

To configure email reminder rules:

Steps

  1. Navigate to Email Reminders.

    The image displays an Email Reminders administration page. The main panel shows tabs for Email Reminders and Rules and buttons labeled New, Modify, Copy, and Remove. A table lists reminder name, type, editable by, applies to, and active status. The first row shows Unsubmitted Reports for Expense Report, editable by Global, applies to Global, and is active. The remaining reminders appear inactive.

  2. On the Rules tab, select New.

    The image displays an Email Reminders list page in an admin console. It shows tabs for Email Reminders and Rules. Action buttons include New, Modify, Copy, and Remove. A table lists reminder names and types. The Editable By column shows Global for each entry.

  3. On the Email Reminder Rule step, complete all required fields and then select Next.

    The image displays a form to create an email reminder rule. Fields show Name set to Sample, Reminder Type set to Expense Report, and Editable By set to Global. Tabs for Email Reminders and Rules appear at the top. A Next button sits at the lower right, with a Cancel option nearby.

  4. On the Conditions step, complete the condition for the rule by adding the following: appropriate data object, field/value from the helper pane, appropriate operator from the helper pane, next appropriate data object, and another field/value from the helper pane.

    The image displays the Conditions step for an email reminder rule. The rule editor shows two conditions: Report approval status equals Not Submitted, and Report creation date not within today by 15 days. Insert and Remove buttons appear above the conditions. A Select Field panel lists available fields on the right. Previous, Done, and Cancel buttons appear at the bottom.

  5. Continue following these steps until all conditions are created, and then select Done.

Summary

  • Configure email reminder rules to prompt users for action.
  • Specify conditions to trigger the reminders like overdue reports.
  • Rules trigger automated emails sent via a batch job.
  • Users cannot disable these reminders; they don't work in test environments.
  • Set conditions using data objects, fields, and operators.

Learning

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