create workflow for "task due in 3 days"

ChristinaH

Hi all,

I would like to create a workflow to send out reminders to assigned persons of tasks (cards) 3 days before the task is due. I set-up the attached workflow but at the moment it's sending reminders on the exact due date and not 3 days before. Would be happy to get your advise. Thanks so much! I'm using smart sheet card view. 

Christina

Mike Wilday

Question. Are you trying to trigger these responses yourself? If so you'll need to navigate to Account Dropdown > Personal Settings > Notifications and make sure that the checkbox for include changes I make is checked. 

See screenshot.

Paul Newcome

Click on where it says "Run Once" then select "Custom". You can then set it to repeat every day and have your condition of when the Due Date is in the next 3 days.

Mike Wilday

Doh. I completely missed the part where you said it was launching on the due date. 

(－‸ლ) OY. 

Debbie Sawyer

Alternatively (sorry - late to the post here and you've probably found it already) in the workflow dialog box instead of saying "Run once" "on" change ON to "3 days before" and select your Due Date field.  Then it will send the alert just once, 3 days before the due date.  This method doesn't need the current criteria of date due in the next 3 days; but I would add a criteria condition to state that the status of the Task is NOT Complete, as if the task is already complete you don't need the reminder!

So many ways!

Kind regards

Debbie

ChristinaH

Jippie, thanks so much for your help Paul, working!

ChristinaH

Haha no worries Mike, thanks anyways!

Paul Newcome

Happy to help! 

ChristinaH

Debbie, I really love your suggestion! 

I tried to set it up (see screenshot) but somehow it's not working yet. May I ask for your advice again?

 

Thanks so much!

 

Debbie Sawyer

Hi Christina

The logic looks sound to me in the workflow.

Have you checked the little COG in the top right corner of the workflow manager.  Do you have the permissions set correctly?

I usually set the permissions to the least restrictive.

The other reason why it might not work is if you are testing it with you as the assigned to email address, and in personal settings you have the restriction set up to NOT notify you if you are the addressee then this would also make the workflow not work.

Check these two things out then come back to me if still not working.

(I assume the status on the record is NOT Done or Stored!?)

Good luck!

Debbie

ChristinaH

Debbie! Thanks you so so so much and pls apologise my super late reply. It is working, so happy. Thank you so much for your advice, so cool

Take care

Christina

Mike Wilday

Glad you got things working as you needed them too!