Configure the reminder service to send reminders and notifications

The reminder service is a time-controlled job that ensures that your users are informed of due and unfinished reminders by e-mail.

Your users will receive a daily e-mail containing a list of all reminders.

As the tasks for which reminders are sent can also belong to at least one group, the e-mail contains both your own reminders (sent to yourself) and reminders that belong to a group.

By default, e-mails are sent once a day at 6:00 a.m. (time zone: CET, Europe/Berlin).

For information about supported e-mail apps see the system requirements for edoc contract.

Define the data source and customize the job in edoc automate

You define the data source in edoc automate in the editor of the edoc contract app and can also change the execution time of the job.

Here's how

1. Open the edoc contract app in edoc automate.

2. Select the SMTP Reminder data source under App details in Datasource.

3. Enter the relevant data for your data source in the Datasource Details dialog.

4. Click on Due Reminders in the Tasks section of the sidebar.

5. Change the time at which reminder e-mails are sent.

Define the sender of the reminder

You must specify a sender with whom the e-mails are sent automatically so that your users receive e-mails as reminders.

Here's how

1. Open the administration by clicking on Administration in the edoc workplace app menu (app drawer, 9-dot menu) in the edoc contract section.

2. Click on Manage reminders and notifications.

3. Enter the sender's e-mail address, e.g. Reminder@edoc.de.

4. Enter a name under Sender name so that your users can recognize who has used this e-mail. Example: edoc contract.

5. Click on Save.

The reminder e-mails are sent automatically on the next execution date.

Define the number of days to calculate the reminder date

By default, an e-mail notification is sent to the recipients with the description 14 days before the cut-off date is reached. You can change the calculation basis for the reminder date by entering a different value.

Suppose you want a reminder to be sent 21 days before the end of the contract.

Here's how

1. Open the administration by clicking on Administration in the edoc workplace app menu (app drawer, 9-dot menu) in the edoc contract section.

2. Click on Manage reminders and notifications.

3. Under Number of days to send a reminder (calculated based on the due date), enter the value 21.

4. Click on Save.

Once saved, the reminder date is calculated with the changed value.

Define automatic renewal for rolling contract renewals

With the option Run rolling renewals automatically when the end of the contract is reached, you can automatically configure a contract renewal. When the contract end date is reached, an existing rolling renewal is executed. This recalculates the contract end date and updates it in the ECM system.

The reminder for the rolling renewal will also be adjusted.

Here's how

1. Open the administration by clicking on Administration in the edoc workplace app menu (app drawer, 9-dot menu) in the edoc contract section.

2. Click on Manage reminders and notifications.

3. Activate the slider under Run rolling renewals automatically when the end of the contract is reached.

4. Click on Save.

Once saved, the job is run at the configured time; by default, the job is executed once a day at 10:00 p.m. (time zone: CET, Europe/Berlin).