Scheduling automatic reminders for Proof reviewers

Neil Egsgard

Here is a way to create reminders for Proof reviewers. This solution will:

• Send a reminder 5 days after the initial invite, if no one has responded to a Proof review request.
• Send a reminder 5 days after the last reminder, if no one has responded to a Proof review.
• Reset when a new Proof version is created.

Some useful modifications include:

• Reminding any one who has not responded to a Proof review request.
• Changing the reminder frequency for urgent Proofs or conditions.

To create this solution, follow these steps:

1. Create the Proof Info columns. These will reveal information such as who has responded, whose response is pending, and status of the proof.

1. Create these columns

• Invite sent date.
  • Date column.
    • Will be filled with automation when invites are sent.
• Workdays since invite sent.
  • Formula
  • =IF([Invite sent date]@row = "", "", NETWORKDAY([Invite sent date]@row, TODAY()) - 1)
• Send proof review reminder.
  • Trigger to send reminder notification. In this case the reminded is sent after 5 days if no one has responded.
  • Formula
  • =IF(AND([Workdays since invite sent]@row >= 5, [Contract draft status]@row = "In Review", OR([Workdays since reminder sent]@row = "", [Workdays since reminder sent]@row >= 5)), "Yes", "No")
• Last reminder sent.
  • Date column.
  • Will be filled with automation when a reminder is sent.
• Workdays since reminder sent.
  • Formula
  • =IF([Last reminder sent]@row = "", "", NETWORKDAY([Last reminder sent]@row, TODAY()) - 1)

1. Create two automations

I hope this helps.

Neil Egsgard

Business Solutions Architect

Southern Alberta Institute of Technology

PDunn

Hey can we just get the IT coding staff at Smartsheet to build this functionality into the Proofing system. Crazy that we have to create all these work arounds, and formulas and automations for something, a due date to review a proof, that should be a standard function of any proofing system.