With a reminder for a one-off contract renewal, you can quickly create a reminder with an automatically calculated date for a deadline. By entering the term and the time unit (e.g. month, year), the end of the contract term and the date for the reminder are calculated automatically.
If required, you can also create a reminder with a reminder date in the past.
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).
You can also inform someone or a group as soon as the task has been completed.
Suppose you want to create a simple contract renewal for a contract that already has an end date.
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 Simple 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 under End of renewal is calculated automatically.
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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.
See also