Setting up reminder notifications for expiry dates in your form templates allows you to be alerted by email when a date is approaching or has passed. This helps ensure that forms like, certifications, permits and compliance items are actioned before they expire.
Reminders are set up once on the template and apply to every form created from it, across every folder the template is deployed to. Recipients get an email that includes the form's thumbnail fields, so they can see what the form is at a glance, and a button to open the form directly in Dashpivot.
Prerequisites
Before you begin make sure you have the following:
Plan: All plans
Permission: Org Controller
Skills Required: Dashpivot
Device Type: Computer
Subscription: Dashpivot
Step-by-Step Instructions
Open the Templates module, then create a new template or open an existing template to edit it
Click the bell icon on any Expiry Date field within the template
Select who needs to be notified from the dropdown menu (you can choose multiple).
Creator - the user who created the form
All Contributors - all Contributors in the folder the form is in
All Visitors - all Visitors in the folder the form is in
Person field - the user selected in that person field on the form
Select when you want the reminders to be sent, using the checkboxes
Click Save to save your changes
When are the reminders sent?
Each reminder is sent from the expiry date on that individual form, at the moment the form was saved.
If a reminder has already passed by the time the form is saved, or if the timing is updated, that reminder is skipped and will not send an email. Any reminders set for the future are sent as normal
Workflow templates: Reminders stop once a form reaches the final workflow column. If the form is moved back out of the final column, its remaining reminders are re-activated.
Timeline templates: Reminders will keep firing until the expiry date is cleared or the form is archived or deleted.
Reminders are cancelled if the expiry date is cleared, the form, template or folder is archived or deleted, the Expiry Date field is removed from the template, or the reminder settings are removed.
Un-deploying a template from a team stops reminders for that team's forms only. Forms in other teams are unaffected.
Notes
Reminders can only be added to Expiry Date fields (not to standard date fields or date range fields)
If your template has more than one Expiry Date field, each is configured separately, so you can send different reminders to different people.
Save only becomes available once you have selected at least one recipient and at least one reminder timing.
Recipients are worked out at the moment the reminder is sent. Anyone who has been removed or deactivated will not receive the email.
Frequently Asked Questions (FAQ)
Q: Why hasn't the reminder been sent?
There are a few reasons a reminder may not reach someone:
The reminder timing had already passed by the time the form was saved, or by the time reminders were first turned on.
The form reached its final workflow column - this stops any reminder emails from being sent. Moving it back out of that column re-creates its remaining reminders.
The expiry date was cleared, or the form was archived or deleted.
The expiry date was changed, so the reminders were recalculated against the new date and any timing that has now passed is skipped.
The recipient was removed from the workspace or their account was deactivated, or the Person field they were selected in was left blank on the form.
Q: If I restore an archived form, do its reminders start again?
No. Reminders are not automatically switched back on when an archived form, template or folder is restored, and neither does reverting to an earlier template version. To start them again, open the template and re-save the reminder settings on the field.
Q: Can I opt out of these reminders?
Not individually. Reminders are controlled from the template editor, so anyone with access to it needs to change the recipients or reminder timings on the field. If you are receiving reminders via the All Contributors or All Visitors group, you cannot opt out on your own.
Q: Will changing the settings affect forms that already exist?
Yes. Any change applies to every existing form created from that template, not just new ones. Reminders that have already been sent are never re-sent.