To add a reminder to an update, you first need to begin by accessing the updates for the step by selecting the ‘more’ tab.
Once you have selected ‘more’ you will be able to view any updates which have already been added to this step in the workflow. From here, you will also be able to add any new updates and reminders.
Let's walk through adding a reminder. Start by choosing the 'add new reminder' option. In this section, you'll set up a reminder to be triggered when a task becomes overdue.
You'll need to specify the sender and recipient details for the reminder. If you opt for 'from us', the reminder will be sent by Arbor Workflows to notify the recipient about an overdue task that needs their attention.
Choosing to send a reminder 'from you' requires some additional input.
Selecting a Recipient
You will also need to indicate the recipient of the reminder.
This could be 'the person completing this checklist', which means sending the reminder to the same person who the task was initially assigned to.
However, there's an alternative. You can select 'somebody else'. Choosing this option presents a dropdown menu, as shown below. Within this menu, you'll find three options represented by the tag icon, the address book icon, and the text icon. Let's explore each of these options more closely.
Tagging a Recipient
At this point, you can tag the individual whose email you wish to use. For instance, if you intend to notify the Trust's HR Team when the task becomes overdue, you can simply choose their tag instead of manually searching for and entering their email. Any information that has been used elsewhere in your workflow will be readily available for your reference here.
T- Text Icon
If you would prefer the recipient of the reminder to be someone who hasn't been tagged in your workflow or included in your organisation's address book, you can manually enter their email address using the text icon.
After you've provided the sender's and recipient's information for the reminder, along with any necessary content, you can simply click the 'Add Reminder' button. This action will add the update to this step in the workflow, and you're all set.
Delaying an Overdue Reminder
At times, you might prefer not to send an overdue reminder immediately. Allowing some extra time before triggering the reminder could be more beneficial. This delay could be anything from an additional day to two days, or more.
When you schedule an update you will always be provided with the options ‘Do right away’ and ‘Wait a While’.
To set a delay, we need to opt for 'Wait a While.' When you do this, a message will appear, as shown below.
Enter the number of hours you wish to wait before sending the overdue reminder. This ensures the reminder will only be sent after the specified hours have passed, providing that the task has not already been completed.
Additional Reminders
Consider adding extra reminders at various time intervals- this can be really effective!
When setting up overdue reminders, you can add several notifications. These reminders come into play if a task hasn't been completed.
For instance, you might send a first reminder after 24 hours. Then, if the task is still unfinished, you could send another reminder after 48 hours, and so on. It's like a friendly nudge, reminding the recipient until the workflow is back on track.
You decide how often these reminders pop up based on the task's urgency and your organisation’s requirements. It's all about keeping things moving smoothly!