Reminders Zoho Sprints

Work item reminders

You will be able to carry out the following actions based on your profile permissions. Click the Permission Helper at the bottom of the page to know your profile permissions.
Are you finding it difficult to manage a whole lot of work items? Set reminders and and get notified even before the work item starts or if it is nearing its end date. These reminders will be triggered based on the reminder type, frequency, and occurrences that you set. Once the reminders are set, we will notify you via email. 
Available Plans: Premium and Enterprise.

Access privileges: Admin, Manager, Member, Creator

Default privileges
  1. Admin can add reminders to all the work items across projects. But, they cannot view, edit or delete reminders created by other users. 
  1. Managers can add reminders to all work items in the projects and sprints in which they are assigned. They cannot view, edit, or delete the reminders created by other users.
  1. Members can add reminders only to the work items assigned to them. They can edit or delete only their own reminders. If they are removed from the work item, they cannot create new reminders but can edit and delete the self-created reminders.
  1. Creator is the person who creates the work item. The creator (admin, manager, or member) irrespective of the role can add reminders to the self-created work items. 
  1. Admin, managers, and members can create reminders for all the unassigned work items. 
Zoho Sprints helps you define your reminder settings by choosing its type, frequency, and occurrences. Check how to create work items. Here are the different types of reminders that you can set for your work items. 

Types of reminders

Remind On

If you would like to send a reminder on a particular date and time, you can choose the Remind On type. You can choose the Date of the reminder, Time, set Frequency (hours, days, and weeks), and choose the Occurrences
For example, Helen wants to create a reminder for her upcoming work item in a sprint. She chooses Remind On (Reminder Type) and specifies an upcoming Date and Time. She wants to receive 3 reminder emails every 4 hours. How can she choose the required fields?

Requisites
  1. Reminder Type: Remind On
  2. Date: 04/20/2019
  3. Time: 10:00AM
  4. Frequency: 4 Hours
  5. Occurrences: 3
Helen will receive an email on 04/20/2019 at 10:00AM for every 4 hours. And the email will be triggered 3 times on that particular day. 

Remind Daily 

Based on the priority of the work item, you can also set reminders on a daily basis. Choose the Remind Daily (Reminder type) and we will send you a daily reminder of the work item. 

A few pointers to note while you set 'Remind Daily' as the reminder type:

  1. You can set this reminder only for the work items with a start and end date.
  1. You cannot edit this reminder after it is created. 
  1. Reminder emails will be sent based on the team's work hour settings.

Remind before start date

If you want to get notified even before the work item starts, you can create the 'Remind before - Start Date' as your reminder type. It is enabled only for the work items with a start and end date. 
  1. You can edit the reminder before it is completed.
  1. The last occurrence of the reminder should fall before the work item's start date. 
  1. Reminder will be deleted if the modified start date falls on any past date. 
For example, Becky is assigned to a work item with the start and end date as 04/01/2019 (MM/DD/YYYY) and 04/05/2019 (MM/DD/YYYY). She has a total of 5 days to complete the work item. Now, she wants to set a reminder before the start date. She creates a reminder two days before the start date for 2 hours. And, she wants the email to be triggered 3 times.

Requisites
  1. Type: Remind Before (2 Days) - Start Date
  2. Frequency: 2 Hours
  3. Occurrences: 3
Becky will receive an email on 03/30/2019 (two days before the start date) for every 2 hours. And the reminder will be triggered 3 times. 

Remind before end date

You can create a reminder before the end date of the work item. This reminder type can be set for the work items with a start and end date. 

If Becky wants to create a reminder before the end date of the work item, she has to set the frequency and occurrences within the end date of the work item. 

Remind after start date

You can also set reminder after the start date of the work item. It is enabled only for the work items with a start and end date. You can create this reminder before the end date of the work item. 
For example, John is assigned to a work item with the start and end dates as 04/10/2019 (MM/DD/YYYY) and 04/15/2019 (MM/DD/YYYY). He has a total of 5 days to complete the work item. Now, he wants an email notification after the start date of the work item. He wants to set a reminder one day after the start date for every 3 hours. And, the email should be triggered 2 times. 

Requisites 
  1. Type: Remind After (1 Day) - Start Date
  2. Frequency: 3 Hours
  3. Occurrences:
John will receive an email on 04/11/2019 (one day after the start date) for every 3 hours. And the reminder will be triggered 2 times. 

Remind after end date

If you would like to receive a reminder after the end date of the work item, you can create the 'Remind After' type. It is enabled for work items with the start and end date. You can refer the example above for the remind after start date. It works the same for the remind after end date. 

  1.  The occurrences that you set should fall within two years in the date range.  

Add reminder

  1. Select the work item to add a reminder.
  2. Choose <reminder icon> from the right panel. 
  3. Choose the Reminder Type.
  4. Set a Date and Time.
  5. Select the Frequency and No. of Occurrences.
  6. Click Add.  


  1. Only the creator and the assignees of the work item can add reminders. 
  2. You cannot add reminders for closed work items.
  3. You cannot add reminders for the work items in the project templates. 
  4.  If the item reminder was created by a user, update and delete permissions of that reminder will be enabled for that user irrespective of his item permissions.

Edit reminder

  1. Select the work item. 
  2. Choose the reminder icon from the right panel. 
  3. Select the Reminder Type that you want to modify.
  4. Click Edit icon.
  5. Modify the changes and click Save

Delete reminder 

  1. Select the work item. 
  2. Choose the reminder icon from the right panel. 
  3. Select the Reminder Type that you want to modify.
  4. Click Delete icon.
  5. Modify the changes and click Save.

  1. Only the user who creates the reminder will own permission to edit or delete the reminder. If the particular user is removed from the work item, they cannot add a new reminder. But they can edit or delete the reminders that they created previously. 
  1. If the user is removed from the team, project, or sprint, then all the reminders created by that particular user will be deleted.
View completed reminders

You can view all the completed and suspended reminders in the Elapsed section next to the Active reminders as shown in the image below. When the occurrences of the reminders are completed they are moved to the Elapsed section. And, if the work item is moved to any closed status and there are reminders created. All these reminders will be suspended and moved to the Elapsed section. 

Common queries on reminders 

Can Admin add reminders for all the work items?

Yes, admin owns permission to add reminders for all the work item across the projects. They can only view, edit or delete the reminders created by them. They cannot edit or delete the reminders set by other users. 

Who can add reminders for unassigned work items?

Admin, manager, and member can add reminders for unassigned work items. Reminders are user specific. Only the person who creates the reminder will have permission to view, edit, or delete the reminder. Other users cannot view the reminders created by you. 

How are reminders displayed for work items with multiple assignees?

Reminders are user specific. If there are multiple assignees to a work item, each user can view only the reminders that they have set.  

Can I set multiple reminders for a single work item?

Yes, you can set multiple reminders for a single work item. But you cannot set more than one reminder type. 

What happens when I modify the start and end time of a work item after the reminder is created?

Modifying the start and end time of the work item will affect the existing reminders. The preset reminders will be modified according to the new date and timings that you define.

What happens to the reminders when I move the work item to a closed status on my board?

If the work item is moved to a closed status all the pending reminders of that particular work item will be suspended. You can view all the suspended reminders in the Elapsed section next to the Active reminders. 




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