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How do I set up a Process to send a task due date alert?

James Allen

I have the Enterprise edition and am looking to set up some processes to automate some reminders, among other things.  We are beginning to utilize the Tasks module for users and would like to set up an automated email alert for when a user is 1 day within the task's due date and the task is not set to a status of "Completed".  I cannot see these option in Process Author.  Has anyone done this?  I feel this should be fairly easy to do.

  • 0

    You can create a Process Definition aimed at Task module to accomplish this. Create a Start Event that applies to all Tasks that have a Status not equal to "Completed." Then create a Wait Event with settings equal to "Due Date minus 1 Day." Finally, create a Send Message Event with the template email reminder. See below for how it should look:

  • 0 in reply to Casey Henry

    I have set it up as you have shown and created a due date one day past now.  It has passed the time the alert should have sent and I have still received nothing, but if I look at Process Management I do see it is In Progress.

  • 0 in reply to James Allen

    Since the date occurred in the past, it will not trigger. I don't think it can retroactively trigger something that has already occured. Try to test it using minute intervals. Make a Task due, for example, at 2:45PM and make the wait event trigger an email 5 minutes before it's Due. That way, you will know for sure if it worked.

  • 0 in reply to Casey Henry

    I will try shorter intervals, but the time is not in the past.  It was before 1:30pm here and the task was due at 1:30PM the next day.

  • 0 in reply to James Allen

    Gotcha. With the 1 Day interval, I'm not sure if it's calculated exactly by 24 hours. It could be scheduled differently, like triggered the midnight before, regardless of time. I'm not certain though. Let me know if the minute works. Also, is your email setup and working? That could also be a factor.

  • 0 in reply to Casey Henry

    Our email functions work fine. It just seems to be the SugarCRM timing operations that are not consistent.

  • 0 in reply to Casey Henry

    It appears that it is still not working.  I have run through the "Troubleshooting the Wait Event" document with no success.  I have a ticket in to SugarCRM support on this issue.  

  • 0 in reply to Casey Henry

    Ok, the 1 day task alert finally sent.  I set the task to be due at 2pm tomorrow.  The alert sent at 2:15.  There is an "issue" with the email scheduler (as confirmed by a previous SugarCRM support case I had) that may cause the alert to have a significant delay.  SugarCRM had recommended that I use the End Process icon to send the email alert rather than the Email action item.  However, that did not work for me in this case.  I will continue to experiment, but for a 1-day alert, a 15-minute delay may be ok.  Thanks for all of your help!

  • 0 in reply to Casey Henry

    Hi James,

    You can accomplish this requirement with the alternative advanced workflow for Sugar, Process Manager. Very simply, all you do is setup a Recurring Process to run as often as you like, this process will query the tasks table and retrieve all tasks where task due_date is in 24 hours and status != completed. For each of the tasks found, you will create a process stage with no delay, and a process task to send an email to whomever you need to send to with variable data in the email template. Granted, you are using Sugar Enterprise, so there may be no need for you to spend the additional funds to use this alternative workflow solution, but if you find yourself needing workflow features that are not currently in Sugar Enterprises Process Manager, please contact us to see if the other Process Manager can do what you need.

    Thanks,

    Bill Convis

    SierraCRM

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