Create and use reminder templates and reminder template groups

You can create a reminder template or use an existing reminder template. Working with templates simplifies the work steps, which almost always involve the same steps and task content.

In the reminder templates, you can use ready-made data for a simple task or a contract termination.

There are two different types of reminder templates:

• Single template: the reminder template contains all the data you need for a specific task in a specific context. The reminder templates have a meaningful and unique name. You can save the reminder as a template when creating a reminder. The reminder template always belongs to a reminder type. You cannot subsequently change the reminder type in a template.

• Group for reminder templates: several individual reminder templates are combined in a group and arranged hierarchically. The reminder template group is used to create several individual reminders one after the other. If you use a reminder template group, all reminders required for the work process are already included. Using a group therefore saves you having to create individual reminders that are always the same.

Create a single reminder template for a task or contract termination

You create your own reminder template in the same way as you create a reminder: Instead of saving the reminder directly in the Reminder view, use the Save reminder template option. A separate reminder template is always worthwhile if you always use the same data for a reminder type.

Here's how

1. Open the contract control in your ECM application by either clicking on Contract control > Create new reminder or by clicking directly on Create new reminder.

2. Select a reminder type.

3. Enter the values for the reminder.

4. Click on Save reminder template. In the Reminder template view, you can check the values entered in the reminder, adjust them or leave them as they are. You cannot change the reminder type retrospectively.

5. In the Reminder template view, check the values entered in the reminder. You can adjust the values if necessary. Only the reminder type cannot be changed retrospectively. The Time interval and Unit values are calculated from the difference between the reminder date and today's date.

6. Click on Create to save the reminder template.

You can use the reminder template for the next new reminder.

Use a reminder template or reminder template group

In the Create new reminder from template dialog, you can select reminder templates or reminder template groups to create reminders. In the Existing reminder templates section, you can view the reminder templates and reminder template groups that are mapped to the current category and that have not been mapped to a category.

Under Selected reminder templates, you can view the list of selected reminder templates and reminder template groups that are taken into account when creating reminders.

Use the up or down arrow icons to move the positions of the reminder templates in the order in which the reminders are applied when they are created.

With a reminder template group, the reminders are created in the order in which the reminder templates are saved in the group.

For simple tasks, the reminder date is calculated from today's date and the interval saved in the reminder template; in the case of a notice of termination, the notice period end date is calculated and the reminder date is calculated based on this: reminder date is always 7 days before the notice period end date.

If you combine several tasks that are dependent on each other, the reminder date of the first task is calculated on the basis of the saved interval; for all other tasks, the reminder date is set to the previous task by an additional 7 days.

Here's how

1. Open the Contract control.

2. Click on Create new reminder from template.

3. Click on Select to choose a reminder template.

4. If necessary, change the positions of the selected reminder templates.

5. Click on Create to create the reminders.

See also

• How do I define an escalation notification?