How do I send reminder or prior overdue email notifications?

Issue

How do I send reminder or prior overdue email notifications?

Background

As of version 5.1.7, WorkflowGen provides the ability to send reminder email notifications. These are known as prior overdue notifications.

You can define a hierarchy to handle prior overdue notifications by specifying additional notification conditions based on VBScript date/time calculation functions.

In a process action, if you want to notify a user that an action will be late within a specified period of time, you have to add an additional notification on the action using the prior overdue event.

To add a new prior overdue notification to an action, do the following:

  1. On the process action Notifications tab, under the Additional section, select the Prior overdue event.

  2. Select the recipient(s).

  3. Select the Default template or a previously created custom template.

  4. Click Add.

  5. Enter the condition (see below for examples).

Example 1: Notification is sent within 3 days prior to overdue

DateDiff("d", <WF_SYSTEM_DATETIME> , <WF_ACTIVITY_INST_LIMIT_DATETIME>) <= 3

Example 2: Notification is sent within 15 minutes prior to overdue

DateDiff("n", <WF_SYSTEM_DATETIME> , <WF_ACTIVITY_INST_LIMIT_DATETIME>) <= 15

Alternatively, you can use the following syntaxes for examples 1 and 2 above:

DateDiff("d", <WF_ACTIVITY_INST_LIMIT_DATETIME> , <WF_SYSTEM_DATETIME>) >= -3
DateDiff("n", <WF_ACTIVITY_INST_LIMIT_DATETIME> , <WF_SYSTEM_DATETIME>) >= -15

There is no limit to the number of additional prior overdue notifications that can be added to an action (e.g. 2 days, 1 day, 1 hour, 30 minutes, etc.).

Note: If you don’t specify a condition, the prior to overdue notification will be sent whenever an action is created with a lead time and the Windows Engine service is run. It is best practice to add a condition as per the above examples to control when the prior overdue notification is sent.

1 Like

With the more recent versions of WorkflowGen, an easier approach would be to use the action macros for pre-overdue and overdue time. Those macros already contain the time difference in days, hours, minutes and seconds.

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