If you have a contract that is to be renewed on a recurring basis within a certain period, use the Recurring renewal reminder type.
You can also inform someone or a group as soon as the task has been completed.
You have the following options for a recurring renewal:
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You can define a term that covers a limited period of time.
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You can define an unlimited term (Unlimited total term slider). This option is suitable for maintenance contracts, for example, which are then automatically extended by one year until you enter the end of the total term.
If required, you can also create a reminder with a reminder date in the past.
Suppose you have a contract whose term you would like to extend once a year. However, the contract is to be terminated after five years. You can now define a cut-off date for annual contract renewals, for example, and create a reminder. By entering a total term, the deadline for the next contract renewal is calculated.
Tip
If you renew a contract, confirm the renewal of the contract with Mark as completed.
You can transfer the recalculated contract end date directly to the ECM system by clicking on Update in the Update contract end date in ECM system dialog. Thus, you avoid an additional step (manual update).
As soon as you or another person marks the current reminder as completed, the deadline for the next contract renewal is automatically calculated.
Here's how
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Open the contract document or the contract file.
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Click on the Create new reminder context action.
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Select the Recurring renewal reminder type.
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Enter the number under Renewal of term in the Renewal data section, and select the unit of time under Unit of term. The possible new end of the contract is calculated automatically under End of renewal.
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Enter the number under Total term - number of unit in the Recurring contract renewal section, and select the time unit under Unit of total term. The possible end of the total term for the contract is calculated automatically under End of total term.
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Enter a description for the task under Reminder note.
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Under Recipients, select the person or group to whom you would like to send the reminder. You can specify yourself, other people, a group or a combination of people and groups.
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Optional: enter at least one e-mail recipient (person, group) under Advanced settings > Send notification on completion. The e-mail recipients receive a notification when the reminder has been completed. The list of recipients can already contain recipients so that you do not have to select the recipients each time. If necessary, contact your administrator. You can change the preselected recipients at any time.
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Optional: activate the option Send notification on completion > Notify me if you as the creator would like to receive a notification after a reminder has been completed.
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Click on Create to create the reminder.
Tip
If your administrator has created text templates for reminder notes for tasks, you can insert a suitable text template with Select text template > Select. The text template is inserted in the Reminder note field. You can edit the text in the reminder note if required.
The end date for a contract renewal and the reminder date for the reminder are calculated automatically. You can change the reminder date for the reminder manually if required.
By default, an e-mail notification is sent to the recipients 14 days before the cut-off date with the description you entered under Reminder note.
Your administrator may have changed the number of days before the cut-off date. If you have any questions, please contact your administrator.
Example for the calculation of the annual deadline
If the total term of a contract is 5 years and you wish to renew the contract annually on December 31, you will be reminded of the renewal 14 days beforehand, on December 17. As soon as you mark the reminder as completed, the deadline for the following year will be recalculated. The process is repeated until the total term of the contract has been reached.
See also