Reminder Emails
Reminder emails are an important feature of RecordsManager. They can be sent automatically to the concerned people when certain database-related events occur, such as an upcoming renewal of a subscription or the cancellation of a contract.
Mechanism
The key points of the mechanism are as follows:
•In the data table, for the records of which you want to send reminder emails, set up a field of type Reminder. The field has a Categories property, for which you can define custom categories.
•Set up an email form for the data table and specify that it be used as the form for reminder emails of the data table.
•Finally, each record has its reminder settings, which are defined in a Reminder Settings form:
(i)The category of the reminder. Having different categories enables you to send different reminders for different events related to the record.
(ii)The date when the reminder is triggered. The date can be fixed or calculated relative to date fields of the record.
(iii)The frequency of reminder emails. A reminder email is sent when a due reminder is triggered. However, you can optionally specify that reminder emails are sent every day till the reminder is switched off by a user.
(iv)The user groups to which reminder emails should be sent.
Setup
The steps to set up reminder emails are listed below and described in detail in the topics of this section.
1.Set up the User Groups that will be the recipients of reminder mails.
2.In the data tables where reminders are required, set up one or more Reminder fields. How to define a Reminder field is described in the next topic, Reminder Fields.
3.If you, as an administrator, want to automatically set a reminder for every new record created in that data table, then define reminder settings for each record. How to do this is described in the topic Reminder Settings.
4.Make sure that an email form has been specified to be used for reminder emails.
5.Make sure that the app's URL and the sender's email address has been set. The URL will enable recipients of the reminder email to directly go to the app if a link to the app is included in the reminder email.
6.During data entry, a user can modify reminder settings and manage reminders. See User Actions.