This custom process sends out a summary notification to each of the relevant users when there are any Tasks that are Overdue, that is, where the Task Due Date is in the past, relative to today's date.
This custom automation has been created by the FYI team, ready to be imported to use in your practice.
Importing this Custom Automation
Click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
Create the View that will Trigger the Process
Set up a view for the Tasks list that will be used to trigger the Custom Process. Refer to Adding/Removing/Moving Columns in a List, Sorting and Filtering and Saving Changes to the View Layout, Modifying and Deleting Views.
For this example:
- Display the Tasks list.
- Include the Assignee column in the view.
- Filter the Status column on "In Progress" or "Not Started"
- Set the Due Date column as "Past" relative to today's date.
- Save the View, for example, as "Overdue Tasks".
Creating the Custom Process
The following sections detail how to create this Custom Process directly, without using the Import feature.
- Add the Custom Process
- Add the Step for the Summary Notification
- Testing and Running the Process
- Set the Status of the Process to "Active"
- When the Summary Notification is triggered
Add the Custom Process
The following is the Custom Process.
- The Name has been set as "Overdue Task Reminder". This name is included in the Notification in FYI and, depending on the user's settings, in the email notification that is sent.
- If required, add any additional description of the Process in the Description.
- The Trigger in the Process is set as "Schedule".
- No documents are created for this process so Inherit Job is unchecked.
- The Schedule has been set, for example, as "1 day" to run the process every day and the Start Date has been set.
- The Filter Type is set as "Tasks - View Filter".
- The View is selected as the system view "Overdue Tasks".
- When sending notifications of the Tasks that are overdue, you would usually set this so Assignees are sent further emails or notifications if the Task is still overdue. This means the Assignees only have to refer to the last notification to see what they currently need to action. So for this process, you would remove the checkmark for Run Only Once Per Task. If you wanted to only send one notification, checkmark Run Only Once Per Task.
Add the Step for the Summary Notification
The following shows the Step for the Summary Notification.
For Notify User, this has been set to select the relative Task assignee.
If required, add a Custom Message that displays below the link in the notification and in the notification email.
Testing and Running the Process
When setting up a Custom Process, it is very important to test it to ensure it is working as expected. Refer to Testing Custom Processes.
Set the Status of the Process to "Active"
When you are ready, set the Status of the process to "Active".
When the Summary Notification is triggered
When the Summary Notification is triggered, the Assignee receives a notification. Depending on the user's settings, this will also get sent as an email.
The email shows the number of Tasks that are overdue for the Assignee to action.
The email includes a link that the Assignee can click to go directly to the Tasks list automatically filtered to show only the Tasks that are overdue and where that user is selected as the Assignee.
The link in the notification displays the Tasks list automatically set to the "Overdue Tasks" view.
For examples of the notification and the email, and how the link is used, refer to Summary Notification in Reviewing and Approving Emails and Documents.