Setting up reminder notifications for expiry dates in your Actions template allows you to be alerted by email when a date is approaching or has passed. This helps ensure that important actions are completed before the due date.
Reminders are set up once on the Actions template and apply to every action created from it. Each action is reminded against its own expiry date. Recipients get an email that includes the action's thumbnail fields, so they can see what the action is at a glance, and a button to open the action directly in Dashpivot.
Prerequisites
Before you begin make sure you have the following:
Plan: Pro, Premium and Platinum
Permission: Org Controller
Skills Required: Dashpivot
Device Type: Computer
Subscription: Dashpivot
Step-by-Step Instructions
1. Navigate to your Home Folder
2. Select the Actions tab
3. Click the Edit Template (pencil) icon in the top right
4. Click the bell icon on any Expiry Date field within the template
Creator
Person Field
All Org Controllers (Note: Selecting "All Org Controllers" sends the reminder to every Org Controller in the workspace at the time each reminder is triggered.)
5. Select when you want the reminders to be sent, using the checkboxes
6. Click Save to save your changes
When are the reminders sent?
Each reminder is sent from the expiry date on that individual action, at the moment the action was saved.
If a reminder has already passed by the time the action is saved, or if the timing is updated (for example, from 7 days before to 30 days before), that reminder is skipped & will not send an email. Any reminders set for the future is sent as normal.
Reminders stop once an action reaches the final workflow column. If the action is moved back out of the final column, its remaining reminders are re-activated.
Reminders are cancelled if the expiry date is cleared, the action is archived/ deleted, the Expiry Date field is removed, or the reminder settings are removed.
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.
The reminders set apply to every action created, across every folder, and cannot currently be changed on an individual action.
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 action was saved, or by the time reminders were first turned on.
The action reached its final workflow column - this will stop 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 action 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.
Q: If I restore an archived action, do its reminders start again?
No. Currently, reminders are not automatically switched back on when an archived action, template or folder is restored. 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 Actions Template, which is only accessible to Org Controllers. To stop them, change the recipients or the reminder timings on the field, within the template editor. If you are an Org Controller receiving reminders via the "All Org Controllers" group, you cannot opt out individually — an Org Controller must remove the group from the template's reminder settings to stop those emails.
Q: Will changing the settings affect actions that already exist?
Yes. Any change applies to every existing action created from that template, not just new ones. Reminders that have already been sent are never re-sent.