Overview
In this guide, we will build an automation that sends an email reminder to a Responsible User 30 days before the contract expires.
N.B: The expiration date in this example is captured via a custom field. For instructions on creating custom fields, refer to our guide on Custom Fields.
Creating the Workflow & Trigger
Navigate to Operations > Workflows in the left sidebar menu.
Click Add workflow, enter a name for it and click Create from scratch.
Click Builder to start building your workflow and select the Trigger.
Select Interval and Contracts as the source.
Configure the Interval settings as follows to define your rules:
Interval: Set to 1 day (the system checks every 24 hours to see if conditions are met).
Maximum enrollments per element: Select Once (this ensures only one email is sent per contract, rather than sending an email every day for 30 days).
Field: Select the custom field you created with the expiration date.
Filter type: Select In date range and Relative dates.
Frequency: Select Next 1 months.
Adding the Loop
Because a single contract can have multiple Responsible Users, you must create a Loop. This tells the system to cycle through each assigned user to ensure they all receive the alert.
Click the + icon directly below your trigger step.
Select Loop and configure the following settings:
Loop through: Select Collection.
Loop context: Select Responsible users.
Configuring the Email Notification & Saving
Finally, draft the email that will be sent to the users and activate the workflow.
Click the + icon located inside the Loop you just created.
Select Action, then choose Send email.
Configure the email details:
Receiver: Select Responsible User.
Subject & Content: Write your desired message. You can insert variable data points (like the contract's name) pulled directly from the "Contracts" source.
Link type: Select Link to triggering element (this adds a direct link back to the contract in Formalize).
Button text: Enter the text you want displayed on the link button.
Click Create at the bottom right of the screen to save your progress.
Click Enable to activate your new automation.
We hope this article was helpful!
If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.