Automated Reminders

Automated Reminders

Notifying users about their work items is essential, as it encourages them to tackle and complete tasks promptly. However, sending notifications for every case can overwhelm users' inboxes.
 
Automated reminders enable you to send daily notification emails to your intended users with information on select work items. The work item information can be refined using appropriate criteria, such that only items matching the specified criteria are considered in the email.
 
Create multiple reminders to target different sets of users with various criteria patterns to cover a wide range of notification requirements.
 
Info
Feature Availability:  Premier, Enterprise and Zoho One plans
Alert
Accessibility: Admins and workspace owners will be able to create, edit, and delete reminders.

Benefits 

  1. Ensures that no important work items are overlooked
  2. Helps streamline the notifications
  3. Facilitate timely communication with users. This saves time and prevents last-minute rushes

Example 

Let's assume you would like to remind the assignee when a high priority task is nearing its end date. For this, you can create an automated reminder that will remind the assignee via an email. This helps complete the task on time and prevent last-minute rush.
 

Create automated reminders 

  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Automation > Automated Reminders.
  3. Click +Reminder.
  4. Enter the reminder name.
  5. Add a specific time at which the user should be reminded.
  6. Select Users to notify.
  7. Add Subject to the email notification.
  8. Define the criteria for the reminder to be triggered.
  9. Add multiple conditions, if needed.
    You can use AND or OR condition when you can multiple conditions.
  10. Customize the body of the email as per your requirement.
  11. Click Create.
Notes
While creating an automated reminder, you can insert placeholders in the subject and body of the email. This lets you customize your email notification.
 

Edit automated reminders 

  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Automation and select Automated Reminders.
  3. Hover over a reminder and click Edit.
  4. Update the details of the automated reminder.
  5. Click Update. 

Delete automated reminders 

  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Automation > Automated Reminders.
  3. Hover over a reminder. The delete link will appear.
  4. Click Delete. A confirmation pop-up will appear.
  5. Click the Delete button to remove the automated reminder. 
Once done, the automated reminder will be deleted, and it cannot be retrieved.

Enable or disable automated reminders

  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Automation > Automated Reminders.
  3. Toggle the status button to enable or disable the reminder.
By default, the automated reminders will be in the enabled status upon creation.
 
Notes
You can create up to 30 reminders in a workspace.