How to stop due date reminders once task has been completed

Amy Castro

HI-

 

We use Smartsheet for tasks that need to be completed by several people. We currenlty have reminders set up for due dates (both 5 days before due date and past due date). Is there a way to NOT send the reminder if the task has been completed/the 'Date Completed' field has a date in it?  

Mattisphere

Simplest way is to make the reminder date a separate column for the due date and make it conditional on whether or not the task is complete (checkbox, data in a certain column, or whatever you would use to signify that the task was completed). Set the reminder on the reminder date column and then if the reminder date is blank because the task is complete, then no reminder will be sent.

Mike Wilday

If you're using start and finish dates in a project template, you could set a conditional reminder date using a formula like below: 

1. Create a reminder date column.

2. Insert the following formula which checks your complete column to see if its marked complete - if you use a checkbox the marker would be 1, otherwise use whatever value is input for the completion.

      =If([Complete column name]1="insert marker for complete", "", [Finish1])

3. Then set your reminders to fire on the new Reminder Date Column.

 

If the item is complete, then there will be no date there and no reminder will fire. 

Mike Wilday

Check out the NEW Advanced Notifications feature, You are able to include an email, and show specific columns in the notification. Plus you can now set up specific notifications based on multiple criteria. This should resolve your issue on checking against two different fields!!!! See here for more: https://community.smartsheet.com/announcement/advanced-notifications-stay-top-important-changes

J. Craig Williams

Update 2017-03-23: I'm hoping we don't need this work-around anymore.

-------------------------------------------

Here's how I do it:

 

http://ronin-global.com/2017/02/26/smartsheet-stop-alerting-me-the-task-is-complete/

 

Craig

MichaelJ

Amy I cannot find in any of the documentation, how to set up due date reminders - but you have exactly what I am looking for. Could you help me with the set up?

Mike Wilday

@Michael J, There are a couple different methods for this but I would start by creating an Automation.

1. Set the automation to fire based on a date. 
2. Select the date field and change the dropdown for ON and move it to the correct number of days before or after you need.
3. Then change the condition to: if the status field is not completed. 

See my screenshot for step-by-step adjustments.