Sending Reminder Email for Task Assignment

Last Updated: 05/02/2018 Introduced in Version: 2.0

When a task is initially assigned, the default behavior of the portal is to send a popup notification to the assignee(s), in addition to an email containing the task name, description, and an assignment link. A follow up email can be sent after a set time period if the assignee(s) have yet to take action.

This example will configure a reminder email intended to go to the original assignee after 48 hours of inactivity on the task have elapsed. This flow is a reusable flow that can serve as a reminder email flow for all task assignment.

The example uses the Warn date for taking action, however the Late or Escalate date options could be used following the same pattern.

This example assumes a form has been added to a flow, and has as assignment set:

 

To begin setting up the reminder email, click on the form that handles the task assignment. In the Assignment Properties panel, under Dates select the Specify Warn Date checkbox. A Form Assignment Warn Date drop down will appear. This drop down list contains several options that we will use later to set our assignment warning data.

 

Under Flows > Assignment Warn Flow Type drop down list, select whether or not the Assignment Warn Flow should be a SharedFlow or Private flow. In this case we will use a SharedFlow. Select the Create link to create a new flow.

 

Name the new flow Send Reminder Email and click OK.

 

In order for this flow to have context for the assignment, it is necessary to manually set the Assignment data on the Start step of the warning flow. To do this, double click on the Start step and click Add under Flow Input Data select Show Editor to add new input data to the flow. 

 

 

Enter Assignment Information in the name field, and select Assignment as the data type. Click Close.

 

Now our flow is aware of the assignment created in the parent flow.

 

Drag the outcome path of the Start step to open the quick add window. Under All Steps [Catalog] > Communication, select the Send Email step and click Add to add it into the flow.

 

Click on the Send Email step. From the Properties panel, enter the from address in the From field.

 

The To address field has the option of setting multiple users and groups. The collection of assigned users and groups is found in the Assignment Information data:

 

 

You can use the Build Array mapping type to build a list of To addresses. In this example, only one user is assigned, therefore we’ll only pass in the collection of users. Change the Email > To field mapping type to Select Value. Click the Pick button and select AssignmentInformation > AssignedUsers and click OK.

 

In the Email > Subject field, keep the mapping type as Constant and enter Task Reminder.

 

We have several ways that we can configure the body of the email. In this example, we are going to use a Text Merge.HTML. Under the Body properties of the Send Email step. Click the drop down and select Text Merge.HTML.

 

Click on Show Editor for the Email > Body field. Expand the Assignment Information collection of data. Enter a message for the reminder email, dragging and dropping data from the Assignment Information list to the left into the message body on the right. These fields will populate with the values from the task. Click OK when complete.

 

The Send Email step is now configured. Connect the Send Email step to the End step to complete the flow. Save, close, and return to the flow that generates the assignment. In this example, the Form Assignment Warn Date will be configured to be 2 days in the future from the date of the task’s assignment. Under Form Assignment Warn Date, change the mapping type to Compute Date. Set the Compute Type field to InFuture. Change the Offset field mapping type to Constant and set the value to 2 days. Click Done.

 

Ensure that the Send Reminder Email flow is selected in the Flows > Assignment Warn Flow field. 

The configuration of the reminder email is complete. The workflow will execute and send the task assignee an email containing the details of the original task if it has not been work in two days.

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