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Automated Task Reminders or Notifications for Action Plans

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I would like to be able to set up automated reminders to Action Plan Owners to update on progress of remediation. Is there a way to do this?

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  • Mike Davis

    Hi Michelle!

    Yes, you can set up automated reminders for Action Plan Owners to update on the progress of remediation. Here's how:

    1. Automated Process Reminders: By default, automated reminders with default content are sent via email three days before, the day of, and every day for three days after the action due date. However, you can customize these reminders according to your needs.

    2. Scheduled Reminders: You can configure reminder schedules for actions in processes. This feature allows you to customize when and how reminders are sent, giving you control over the reminder frequencies.

    3. Manual Process Reminders: If an assignee or approver has not completed their action, you can manually send a reminder to them.

    4. Custom Automated Reminders: You can customize automated reminders for each action under the Task details. This includes selecting the schedule for when email reminders will be sent to the assignee or approver.

    5. Assignee and Approver Reminders: These can be set up and customized in the Processes panel with options to send reminders for all incomplete tasks or specific statuses like "In progress", "In review", or "Returned".

    Below is some content that might be helpful. Let me know too if I have missed the mark or you have some follow-ups. Thanks!

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  • Michelle Pearson

    Hey Mike,

    I have 2 use cases:

    1. I want to set up a monthly reminder to lead auditors to remind them to update their audit action plans with a progress update. (this current way of working to manage action plans as we have not given access to the business owner that owns the action plan) 

    2.  I want the ability for action plan owners to receive a reminder to provide an update on the action plan and if the action plan is due in next 30 days or is overdue.

    For use case 1, I have created a process which creates a task and have created custom reminder schedule within this to remind them until task is closed. This requires that I copy the process each month run it.  - Is there an automated way of doing this? Ie I do not have to copy and run each month, it should run every month on a specific date?

    For use case 2, is there a notification that automatically goes out to action plan owners based on the action plan due date/overdue date? I have a report that tells me that we have 20 action plans due in May, I want to send a notification to 20 action owners to remind them to provide an update on progress by the due date.

    Is there a way to automate sending a notification?

    Not to be confused by terminology, I am referring to Action Plans within an Audit.

     

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