REMINDER and COMPLETED / NOT COMPLETED e-mails can optionally be sent during a running workflow to remind your collector users and inform them about the end of the workflow.
The most important
- REMINDER and (NOT) COMPLETED e-mails are sent only if e-mail distribution is activated in a workflow and only to users who have already got an INVITATION e-mail
- COMPLETED / NOT COMPLETED e-mails are sent only if the same e-mail type for this user/workflow cannot be found in the "Sent E-Mail Journal"
- REMINDER e-mails are sent only if the same e-mail type for this user/workflow cannot be found in the "Sent E-Mail Journal" for this week or this day
How to do
Activate automatic e-mail distribution in your workflow if you want to have REMINDER and COMPLETED / NOT COMPLETED e-mails automatically sent:
Furthermore, if and when thos workflow e-mails are sent depends on the following conditions:
- REMINDER and (NOT) COMPLETED e-mails are sent only to users who have already got an INVITATION e-mail in the time frame between the WRITE-From and WRITE-Until dates in the workflow definition
This rule is very important if you add a user in a running workflow: on the day of adding you must trigger the submission of the INVITATION e-mail and then the REMINDER e-mails will follow automatically also for the new user. - REMINDER and (NOT) COMPLETED e-mails are sent only if the same e-mail type for this user/workflow cannot be found in the "Sent E-Mail Journal"
This means that COMPLETED and NOT COMPLETED e-mails are sent only once for a specific user in a specific workflow. The REMINDER e-mails are sent only if one does not already exist in the journal for this week or this day for a user in a specific workflow.
This rule is important if you change the workflow settings e.g. for the Send Time in a running workflow: if the REMINDER e-mails are already sent on a specific day, changing the Send Time to later will not cause a second REMINDER e-mail on this day. - REMINDER e-mails are sent at the time specified in the workflow configuration
More exactly, a timer checks every ten minutes (starting at 00) if the current daytime is higher than the specified Send Time. If yes - and rules #1 and #2 are fulfilled - the REMINDER e-mails will be sent for a user/workflow.
An Example: if you had specified a Send Time "3:00 PM" and it is 11:03 AM now and you change the send Time to 09:00 AM then the relevant Workflow E-Mails will be sent at 11:10.
You can always check which workflow e-mails were actually sent with the workflow e-mail journal.