In this article, we will show how to create a workflow that sends an email reminder for an approaching deadline.
This is the use case we will be modelling in the following steps: we want an email reminder to be sent to the responsible user of a contract that is about to expire. We want one reminder per contract to be sent out, and we want to receive it 30 days before the expiry date. The date of expiry is captured via a custom field in the Contract section. You can have a look at our Fields article for how to set it up.
Step 1:
1. Go in "Workflows" on the left side menu
2. Select "Automations"
3. Click "Add automations"
4. Name your automation
Step 2:
1. Define your Start event by clicking on "Add event"
2. Select "Elements" and "Interval" as the type of Start event. This is the trigger event that will start the workflow.
Step 3:
1. Define the "Interval" according to the characteristics desired. In the below case, we have set up the automation as shown below:
- Interval: This defines how often the automation will check and run. By selecting 1 day, we want the system to check every 24 hours if the conditions necessary are met.
- Source: "Contract"
- Maximum enrollments per element: This selector defines how many enrollments are allowed. By selecting "Once", we want to ensure that for this condition only one email gets sent. Example: We set an automation that states that for every contract that is going to expire in the next 30 days, we receive an email. By selecting Maximum number of enrollments "Once", we ensure that only the first time the condition is met we receive the email, instead of 30 times.
- Field: "Expiration Date"
- Filter type: "In period"
- Period: "Next month"
Step 4:
1. Add a step by clicking on the "+" symbol
2. Create a "Loop" like shown below
- Select what you want to loop through: "Collection"
- Select the loop context: "Responsible users"
Step 5:
1. Add a step by clicking on the "+" symbol within the "Loop"
2. Create an "Action"
- Select action: "Send email"
- Receiver: Select "User Responsible"
3. Write in the following fields any text that you want to be shown in the email, you can also select from variable items from the trigger source "Contracts".
- Subject
- Greeting
- Content
- Footer
- Link type: "Link to triggering element". This will allow us to see this action from the triggering element in Contracts.
- Button text: Write here any text that you want to be shown in the email, you can also select from variable items from the trigger source "Contracts".
Step 6:
1. Click "Create" in the corner on the right.
2. Click "Enable" to activate the automation.
by Ilaria Iannaccone, Customer Success Manager
We hope this article was helpful and that you now have a clear understanding of how to work with the Tasks module in Formalize!If you need additional support, please feel free to schedule a meeting with our Customer Success team, here.
For a platform overview and commercial details, you can book a meeting with Kristoffer, from our Sales team, here.
Otherwise you are of course always welcome to reach out by email contact@formalize.com.
