About reminders
Set reminders to receive automated notifications at the start of work items or if the end date is approaching. You can set up the email reminders to be triggered based on the reminder type, frequency, and number of occurrences. After the reminders are set, you will get notified according to your settings via emails. Learn how to set reminders.
Reminder privileges: The permission to set reminder resides with users in the following profiles: admin, manager, member, and creator
Default permissions
- Admin can add reminders to all the work items across projects. But, they cannot view, edit or delete reminders created by other users.
- 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.
- 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.
- 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.
- Admin, managers, and members can create reminders for all the unassigned work items.
Types of reminders
There are different types of reminders to choose from. Each of these serve a different kind of purpose.
Remind On
When you need a reminder on a particular date and time, you can choose the Remind On type. Select the Date of the reminder, Time, set Frequency (hours, days, and weeks), and Occurrences.
For example, let's say you want to create a reminder for the upcoming work item in a sprint. Select Remind On (Reminder Type) and specify an upcoming Date and Time. If you need to receive 3 reminder emails every 4 hours, do the following:
Reminder Type: Remind On
Date: 04/20/2019
Time: 10:00AM
Frequency: 4 Hours
Occurrences: 3
You 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. Select the Remind Daily (reminder type) to receive a daily reminder for the work item.
- You can set this reminder only for the work items with a start and end date.
- You cannot edit this reminder after it is created.
- Reminder emails will be sent based on your work hour settings.
Remind before start date
Let's say want to get notified before the work item starts. In this case, you can use Remind before - Start Date as your reminder type. It is enabled only for work items with start and end dates.
- You can edit the reminder before it is completed.
- The last occurrence of the reminder should fall before the work item's start date.
- Reminder will be deleted if the modified start date falls on a past date.
For example, you're 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).You have a total of 5 days to complete the work item. You want to set a reminder before the start date. So you create a reminder two days before the start date for 2 hours with email being triggered thrice. For this, do the following:
Type: Remind Before (2 Days) - Start Date
Frequency: 2 Hours
Occurrences: 3
You 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 is for work items with a start and end date.
If you want to create a reminder before the end date of the work item, 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 work items with a start and end date. You can create this reminder before the end date of the work item.
For example, you're 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). You have a total of 5 days to complete the work item. You want an email notification after the start date of the work item. You need to set a reminder one day after the start date for every 3 hours and get emails twice. do the following:
Type: Remind After (1 Day) - Start Date
Frequency: 3 Hours
Occurrences: 2
You 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 want 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. Refer to the example mentioned above for the Remind After start date setting. It works the same for the remind after end date.
The occurrences that you set should fall within two years in the date range.
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