Reminders can be used to send scheduled and recurring notifications to users within groups on a Requirement. Clicking on the reminder notification will take the user to the corresponding Requirement. 

TABLE OF CONTENTS

• Creating a Reminder
• Selecting a Reminder Schedule Template
• Edit Reminders
• Complete Reminders
• Reporting on Reminders

Creating a Reminder

• Head to Sourcing > Requirements, and click on the relevant Requirement.
• Go to the Task Reminders tab and click Create a Reminder

This will open up a pop-up window from which you can enter the details of the Reminder:

• Icon - select an Icon that will appear on the reminder notification.
• Title - title of the Reminder. This appears as a heading on the reminder notification.
• Description - lengthier text that can be used to explain the notification or prompt recipients to action. 
• Recipients - select the groups you wish to send the reminder notification to. 
  • Reminders can be sent to each group listed in the People tab of the requirement (Procurement, Stakeholders, and Contract Managers), Live or Qualified Suppliers, Authorisers, those linked with eAuction or the logged in user. 
  • You can also set up a reminder to be sent to your own account.
• Deadline  - end date for reminders
• Start reminders - start date for which the reminder will be active
• Repeat - the regularity in which the reminder notification is sent.

Once you're happy, click +Save. Your reminder will now be active and will be stored in the Reminders tab of the Requirement.

Selecting a Reminder Schedule Template

Named Procurement/Contract Managers on the Requirement will be able to apply a reminder schedule template.

• Head to the Requirement > Task Reminders tab
• Click Choose Reminder Template
• Select a template - you will then be able to see all the reminders associated
• Enter the first deadline date for the first reminder listed
  • The software will then set the Deadline  for each subsequent Reminder by adding the no. working days set to lapse between the preceding Reminder and this Reminder’s End Date.
  • The software will also set the Start Date for each Reminder so selected User groups receive alerts for this Reminder according to the no. days set out above.
• Click Apply Template

If you wish to send a one-off notification to associated users on a Requirement, you can do so by sending an Ad-Hoc Notification. This also allows you to select individual users, rather than sending to whole groups. Please see here for guidance on sending Ad-Hoc Notifications. 

Edit Reminders

You can edit the details of reminders at any point, by clicking the Edit button next to the relevant reminder. 

Complete Reminders

Once a reminder is no longer required and expired, you can complete the reminder. 

• Click the box to the left of the reminder to complete it.
• You will then be asked to add a comment/ confirmation that the reminder has been completed. 
• Click Complete - this will clear the reminder from the Reminder tab. 
• You can click Show Completed to view all completed reminders.

Reporting on Reminders

You can pull off a report on reminders by clicking either the Excel or PDF button. This will pull off all reminders displayed on your screen in the Reminders tab. 

• Any information not on that screen will not be carried through into the report, so if you wish to include completed reminders ensure you slide the Show Completed option.

NB: A record of when Reminders are created and removed is kept in the Audit Log and can found found on the Audit tab of a requirement.