Reminders

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Your own reminder list: write a note, pick the moment it should reach you, and the system sends it to you by email or SMS.

Opening the Screen

Open Tools in the menu and choose Reminders: {admin}/tools/reminders

What Is on the Screen

The list holds your own reminders. Another staff member's reminders never appear here, and you cannot write one for someone else. The Create New Reminder button above the list opens an empty reminder window.

List One row per reminder, active ones at the top. The columns are the text, the period, the creation date and the status.
Reminder Text A long note is shortened in the cell. Hover over it to read all of it.
Period One-time or Recurring, with the chosen moment written underneath.
Row menu Edit reopens the reminder window. Delete removes the row.
Search The box above the list looks inside the reminder text.
Page size and download Beside the search box sit the page-size menu and the download button. The download saves the filtered list as a CSV, JSON or XML file, and needs the table export privilege.

Fields

Reminder Text What you want to read when the reminder arrives. Required.
Status Active or Inactive. A new reminder starts as Active; an inactive one stays in the list and sends nothing.
Period One-time or Recurring. A new reminder starts as One-time.
Reminder Time The box under this label follows the period: a single date for One-time, a repeating pattern for Recurring.
Date and time (One-time) The single moment the reminder goes out. Required while the period is One-time.
Month (Recurring) A month of the year, or Every Month. Starts on Every Month.
Day (Recurring) A day of the month, or Every Day. Starts on Every Day.
Time (Recurring) The clock time the reminder goes out. Set it: a recurring reminder with no time never leaves.
Apply to Selected Above the list, for rows you tick. Its only entry is Delete.

Tasks

Create a reminder

  1. Click the Create New Reminder button above the list.
  2. Write the text, then choose One-time or Recurring.
  3. Fill the time: a date and a clock time for One-time, month, day and clock time for Recurring.
  4. Click Create. The reminder joins the list as Active and waits for its moment.

Edit a reminder

  1. Open the row menu and choose Edit.
  2. Change the text, the status or the timing.
  3. Click Save Changes. The row takes the new values at once.

Delete reminders

  1. For one reminder, choose Delete in its row menu.
  2. For several, tick the rows and choose Delete under Apply to Selected.
  3. Confirm the window. Deleting more than one asks for your password first.

Things to Watch

A one-time reminder turns Inactive after it leaves

It stays in the list with its text, so you can read what it said. To use it again, give it a new time and set the status back to Active.

Delivery follows the notification settings

Email and SMS both come from the reminder notification template. If that template is off, or its email and SMS channels are closed, nothing arrives. SMS also needs a mobile number on your own staff record.

Deleting cannot be undone

A removed reminder cannot be brought back. Where you only want it to stop, set its status to Inactive instead: the text stays and nothing goes out.

Required Privileges

The screen, the reminder window and deleting all need TOOLS_REMINDERS.

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