Reminder Emails

Summary:

This article explains how to configure automated reminder emails in Assure to notify users of pending or overdue tasks, including actions, reviews, and portal submissions. Reminder emails are generated daily through an overnight process and can be sent as individual or summary notifications to assignees, reviewers, managers, or portal recipients.

Prerequisites:

• Administrator-level access to System Settings in Assure
• Org Unit defaults configured for user assignments
• Manager hierarchy configured in user profiles (if enabling manager notifications)
• Understanding of Assure notification roles and workflows

Required Knowledge:

• Familiarity with Org Unit configuration
• Understanding of Assure user profile structure

Related Setup:

• Setting Org Unit Defaults and Module Specific Defaults in Assure

Problem/Intent:

Users need to be automatically notified about pending or overdue tasks (actions, reviews, submissions) to ensure timely completion and prevent delays. Without automated reminders, critical tasks may be overlooked, leading to compliance risks, missed deadlines, and workflow bottlenecks. This feature ensures accountability and supports proactive task management across the organization.

Steps:

1. Access System Settings

1. Log in to Assure with an administrator account.
2. Navigate to System Settings (under System Configuration) from the main menu.

2. Locate the Reminders Section

1. Scroll down to the section labelled Reminders.

3. Select Email Delivery Format

Choose one of the following notification formats:

• Summary Email: Users receive one consolidated email summarizing all pending/overdue tasks.
• Individual Emails: Users receive separate emails for each pending/overdue task.

4. Configure Pending Action Reminders

1. Enable the Pending Action Reminders toggle.
2. Specify the number of days before the due date to trigger the notification.
3. Select which users should be notified:
   • Who the action is assigned for
   • Who the action is assigned by
   • The manager of the person the action is assigned for

5. Configure Overdue Action Reminders

1. Enable the Overdue Action Reminders toggle.
2. Specify the number of days after the due date to trigger the notification.
3. Select which users should be notified:
   • Who the action is assigned for
   • Who the action is assigned by
   • The manager of the person the action is assigned for

6. Configure Pending Review Reminders

1. Enable the Pending Review Reminders toggle.
2. Specify the number of days before the review due date to trigger the notification.
3. (Optional) Enable the checkbox to include reviews associated with archived records.
4. Select which users should be notified:
   • The reviewer of the record
   • The manager of the reviewer

7. Configure Overdue Review Reminders

1. Enable the Overdue Review Reminders toggle.
2. Specify the number of days after the review due date to trigger the notification.
3. (Optional) Enable the checkbox to include reviews associated with archived records.
4. Select which users should be notified:
   • The reviewer of the record
   • The manager of the reviewer

8. Configure Portal Submission Reminders

1. Enable the Portal Submission Reminders toggle.
2. Specify the number of days an unprocessed portal submission should remain in the queue before triggering a notification.
3. Select which users should be notified:
   • Default portal notification recipient
   • The manager of the default portal notification recipient

9. Configure Pending Submission Reminders

1. Enable the Pending Submission Reminders toggle.
2. Specify the number of days before the submission due date to trigger the notification.
3. Select which users should be notified:
   • The assignee of the record
   • The manager of the assignee

10. Configure Overdue Submission Reminders

1. Enable the Overdue Submission Reminders toggle.
2. Specify the number of days after the submission due date to trigger the notification.
3. Select which users should be notified:
   • The assignee of the record
   • The manager of the assignee

11. Save Configuration

1. Click Save to apply the reminder settings.
2. Reminder emails will be generated and sent during the next overnight process.

Notes & Warnings:

• Administrator Access Required: Only users with administrator-level permissions can access and modify System Settings. Confirm access with system administrators before attempting configuration.
• Overnight Processing: Reminder emails are generated and sent during Assure's overnight batch process, not in real time.
• Daily Overdue Reminders: Overdue reminder emails will be sent daily until the task is completed, deleted, or the reminder setting is disabled.
• Manager Configuration Required: If enabling manager notifications, ensure that the manager hierarchy is properly configured in user profiles within the Person Register.
• Org Unit Defaults: User defaults and notification recipients are inherited from Org Unit configurations. Review and configure Org Unit defaults before enabling reminders.
• Archived Records: Pending and overdue review reminders can optionally include reviews associated with archived records. Enable this option carefully to avoid unnecessary notifications.
• Portal Notification Recipients: Portal submission reminders require a default portal notification recipient to be configured at the Org Unit level.

Examples:

Example 1: Configure Summary Email for Overdue Actions

Use Case: Notify users once per day with a summary of all overdue actions.

Configuration:

• Email Type: Summary Email
• Overdue Action Reminders: Enabled
• Days after due date: 1 day
• Notify: Who the action is for, Who the action is by

Expected Result: Users will receive one consolidated email each morning listing all overdue actions assigned to them or by them.

Example 2: Notify Managers of Pending Reviews

Use Case: Alert managers 7 days before a review is due to ensure accountability.

Configuration:

• Email Type: Individual Emails
• Pending Review Reminders: Enabled
• Days before due date: 7 days
• Notify: The manager of the reviewer

Expected Result: Managers will receive individual emails 7 days before each review is due, allowing them to follow up with reviewers.

Example 3: Alert Portal Recipients of Unprocessed Submissions

Use Case: Notify the default portal recipient if a submission remains unprocessed for 3 days.

Configuration:

• Email Type: Individual Emails
• Portal Submission Reminders: Enabled
• Days in queue: 3 days
• Notify: Default portal notification recipient, Manager of recipient

Expected Result: Portal recipients and their managers will receive daily reminders for submissions that have been in the queue for 3 or more days.

Troubleshooting:

Related Articles:

• How to Create Standard and Filter-Based Email Notifications
• How to Create Email Templates For Notifications
• Notifying people about their training and other requirements
• Setting Org Unit Defaults and Module Specific Defaults in Assure
• Managing User Profiles and Manager Hierarchies in Assure

AI Metadata:

• Product Area: System Settings, Notifications, Task Management
• User Role: System Administrator, Health & Safety Manager, EHS Coordinator
• Tags: Reminder Emails, Overdue Tasks, Pending Actions, Email Notifications, Assure Configuration, Task Management, Manager Notifications, Portal Submissions, Overnight Process
• Version/Region: Assure (All Versions, All Regions)
• Important Synonyms: Task reminders, action reminders, review reminders, submission reminders, automated notifications, overdue alerts, pending notifications, summary emails, individual emails
• Suggested Embedding Keywords: Assure reminder emails, configure overdue action reminders, pending review notifications, portal submission alerts, Assure overnight process, manager notifications, summary vs individual emails, Org Unit notification defaults, automated task reminders