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Automated Reminders for Form Records

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Automated form reminders let you configure date-based email reminders for records of a form template, including existing records. Use them for contract deadlines, review dates, and follow-ups. You configure the rule through Manage reminders in the form template’s action menu.

For a reminder on one individual item with a date and time you choose directly, see Reminders. For help creating the form itself, see eForms (Form templates).

Open reminder settings

  1. Under Admin tools, open Form templates.
  2. Find the template and open the gear menu in its Actions column.
  3. Select Manage reminders.
  4. Select Add reminder in the toolbar.

If no reminders have been configured for the template, the page displays No reminders configured yet.

Choose when to send the reminder

Select the Date field on which the reminder should be based. Then set:

  • Amount: the size of the time offset.
  • Unit: Minutes, Hours, Days, Weeks, Months, or Years.
  • Timing: Before or After the selected date.

Example: to configure a reminder 30 days before a contract ends, select the relevant contract end date field, enter 30, choose Days, and select Before. Field names depend on your form and account configuration.

Add optional conditions

Use Conditions (optional) to specify which records qualify. Conditions are checked when the reminder starts and again when it is due.

  1. Select + Add condition.
  2. Choose the Form field to check.
  3. Select an Operator.
  4. Enter a Value when required by that operator.
  5. Add more conditions if needed.

Under Match conditions, choose All conditions (AND) if every condition must match, or Any condition (OR) if at least one must match.

The available operators depend on the field type. Options include existence and empty-value checks, equality, text matching, and greater-than or less-than comparisons. For example, a text field can use Equals, Contains, Starts with, or Ends with.

Date conditions

For a date comparison, Value type offers Absolute and Relative. Relative values have an amount, unit, and Before/After timing. Relative to offers Current time and Field value; + Offset adds another offset component. Relative-condition units include seconds, minutes, hours, days, weeks, months, and years.

Choose recipients

Use one or more of the recipient controls:

  • + Add email: enter an email address.
  • + Add user: select an account user.
  • + Add group: select a user group.
  • + Add recipient from field: select an eligible field that identifies the recipient for the record.

The available recipient fields depend on the form. Use the remove control next to an added recipient row to remove it from the configuration.

Write the message and save

Enter a Subject and Message. The editor lists the form-field placeholders available for your template. Use the exact placeholders shown there when composing the reminder; the available names vary between templates.

Review the date field, timing, conditions, recipients, and message, then select Save.