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QuickBase: The Missing Manual by Nancy Conner

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Sending Reminders

When it’s up to you to make sure that everyone on your team meets their deadlines, sending a reminder can be an effective way to keep people on task. You can set QuickBase up to send automatic reminders by email before a task is due. If you habitually need to chase someone down for overdue tasks, you can also send an automatic reminder after the task’s due date.

Creating Reminders

To have QuickBase give someone an automatic nudge, follow these steps:

Note

Only application administrators can create email reminders. So if you’re a user without administrative privileges, feel free to skip this section. If you’re a user who wants administrative privileges, contact the application’s manager.

  1. Open the application you want to create the reminder for. Select Customize→Create a new→Email Reminder (choose a table if you’re in a multi-table application). Or you can take the scenic route: Customize→Personal Automated Emails→Create a New Email→Reminders→Create. (If you don’t have permission to create reminders, here’s where you find out: QuickBase tells you so and offers you a chance to email the application’s manager to request that permission.)

    Whether you took the long way or the short way, QuickBase lands you on the Emails: New Reminder page, shown in Figure 4-10.

  2. Fill in the appropriate info. When you’re done, click Preview to see what the reminder will look like; click Save to create the reminder. Here are the different fields you can set for a reminder:

    • In the Remind Whom drop-down menu, choose the person or people you want to notify. For example, for an upcoming work order, you’d want to remind the person named in the Assigned To field. Or you might want to send a reminder to the last person who modified a record.

    • The Remind When field is where you specify when you want the reminder sent. Pick the number of days and whether you want the reminder to go out before or after the date field you choose, which might be, for example, the date a task is scheduled or the date the record was created or modified. You can send out a reminder to update a record one week after the record was created, for example, or you can send out a reminder that a task is due five days before the scheduled deadline.

    • Under Additional Criteria, you can tweak when a reminder goes out. This gives you a lot of control so that you’re not inundating your people with more reminders than they can handle. For example, you might choose to send out reminders only for those tasks assigned a Priority of High. The options QuickBase provides here relate to the fields in the particular application you’ve chosen.

    • If you want, customize the reminder’s subject line and contents.

    QuickBase saves your reminder and sends out an email at the time you specified.

Who, what, and when: Reminders let you notify the right people about what’s going on exactly when they need to know. In the top section of the Reminder Email page, select who gets the reminder and when you want them to get it. In this example, whoever’s assigned a work order will receiver a reminder of their work orders on the day before they’re scheduled to do the job. If you want, you can be selective about the reminders you send, such as sending a reminder only about high-priority work orders. So if you want a reminder sent only when certain conditions apply, choose the field and its contents that will trigger the reminder. You can also customize the subject header and email message to suit your needs.

Figure 4-10. Who, what, and when: Reminders let you notify the right people about what’s going on exactly when they need to know. In the top section of the Reminder Email page, select who gets the reminder and when you want them to get it. In this example, whoever’s assigned a work order will receiver a reminder of their work orders on the day before they’re scheduled to do the job. If you want, you can be selective about the reminders you send, such as sending a reminder only about high-priority work orders. So if you want a reminder sent only when certain conditions apply, choose the field and its contents that will trigger the reminder. You can also customize the subject header and email message to suit your needs.

Editing, Disabling, and Deleting Reminders

As with report subscriptions and email notifications, you can edit, suspend, or delete reminders. To do so, first get to the Emails tab of the Tables page: Open the application that contains the reminder and select Customize→Tables (if you’re in a multi-table application, choose the table you want from left-hand list), and then click Emails. The Emails tab shows a table containing all the reminders, subscriptions, and notifications for this table. Look in the Type column of the Emails table for the Reminders you’ve created. When you find the one you want, you can perform any of the following actions:

  • Edit. To edit a reminder, find the reminder you want to modify and click its name. This opens the Reminder Email page (shown back in Figure 4-10). Make whatever changes you want, and then click Save when you’re finished.

  • Copy. When you need a new reminder that’s similar to an existing one, click the reminder’s far-right Copy button. QuickBase copies the reminder, with “Copy of” in front of the name. You can then edit the copy (see above) to make whatever changes you’d like the new reminder to have.

  • Disable. If someone’s on vacation, they probably don’t need reminders of what’s going on back at the office. To suspend reminders while someone’s away from their job, go to the Reminders page. Find the left-hand checkbox for the reminder you want to put on hold. Turn on the checkbox, and then click Disable Checked. QuickBase won’t send that reminder unless you re-enable it.

  • Enable. To get a disabled reminder going again, go to the Reminders page and find the reminder you want. (All disabled reminders say Disabled in big red letters after their name.) Turn on the left-hand checkbox and click Enable Checked. The reminder’s good to go.

  • Delete. If the person you’ve been reminding no longer needs an occasional nudge from QuickBase, you can delete a reminder. It’s just like disabling: Go to the Reminders page and turn on the checkbox for the reminder you want to delete. Click Delete Checked, and then click OK to confirm.

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