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Setting up Document Reminder

Document Reminders enable automated notifications for important document actions or deadlines, ensuring that users are timely informed about specific document-related tasks. This feature allows administrators to set up a reminder catalog and configure email templates to send the necessary notifications.

Reminder Catalog

The Reminder Catalog is one of the foundation of the Document Reminder setup, as it organizes and manages the reminder entries. Follow the steps below to create and configure the Reminder Catalog.

Steps to Create a Reminder Catalog:

  1. Navigate to the Document Central - Reminder Catalog.
  2. Click on New to create a new catalog.
  3. Define the Reminder Catalog:
    • Code: Enter a descriptive name for the reminder (e.g., "Payment").
    • Description: Provide a brief description to identify the reminder's purpose.
    • Optional: Disable: Specifies if the catalog is usable at the moment.
  4. Define the Reminder Catalog Lines:
    • Description: Enter a Description for the Reminder (e.g. "Urgent").

Info

The reminder catalog lines are the actual reminders decriptions that will be sent out.

Every field of a specific and already created reminder catalog line can be edited.

It is possible to have multiple reminder lines for a single catalog.

Tips:

  • Naming conventions: Use clear and descriptive names to avoid confusion, especially if there are multiple reminders.

Configuring Reminder Email Templates

Reminder Email templates allow for customized messaging in Reminder-Email, giving users specific information regarding their document tasks.

Steps to Set Up Email Templates:

  1. Navigate to the Document Central - Email Reminder Templates.
  2. Choose one of the both possible Templates:
    • Created: This template is used for reminders that are send once.
    • Recurring: This template is used for reminders that are recurring, if enabled within the reminder creation.
  3. Define Template Content:
  4. Subject Line: Provide a clear subject that reflects the purpose of the reminder (e.g., "Upcoming Document Due Date-Recurring").
  5. Message Body:

    • Use the static provided placeholders:

      • %1: The Reminder receivers name.

      • %2: Gives information on the Reminder in this form:

        • o Filename: 103250 - Rechnung - 2024-08-16.pdf
        • o Description: ABC
        • o Document Number: 103222
        • o Reminder Date: 11/14/24 09:12 AM

      • %3: The Link to reminder, that was sent.

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Optional: The "Input Standard Templates" action allows to import standard templates for the reminder emails.

Otherwise a template in the .htm format can be uploaded through the "Import" action, aswell the saved template can be exported.

Additional Setting: Review

In the Reminder Settings section of the Module Setup, administrators have the option to enable a feature that requires pre-approval before reminders are even sent. This is the so-called reminder check. These reminders must be either approved or rejected by a Document Central administrator and can then even be resubmitted by the reminder creator. These reminders must then be managed on the Document Central - Reminder Review page.