Re: OOTB - Reminder Emails Until Form Status Change

wilkies0106aw — Thu, 03 Jul 2014 11:56:39 GMT

Boy!

Did I try and complicate this

Late last night I remembered I'd already set up a reminder mechanism on something else I'd created.

This is what I did.

Within my site each form has it's own library - happy days.

Then I create a custom list i.e. Reminder Dates.

Within this custom list I added extra columns that I'd need.:

FormType; Form Status, Submitted Date, - these are all populated with data from my form. This is done via the workflow which runs against the form. The Form Type column is just a reference that I made up to indicate to me which library this form has come from. This means this list can be used for all libraries in the site.

ReminderDate1, ReminderDate2, ReminderDate3 etc. These are calculated columns which add on dates to the Submitted Date

On my main form workflow

I had the workflow create an entry into the ReminderDate list based on the name of the form - this becomes my unique identify and joins the form and the reminderdate list.

Once that item has been created the form workflow updates the reminder list with values from the form based on the unique identifier.

Then I created a workflow on the Reminder Date list.

The first thing I do is make sure that the form status is at the correct stage otherwise stop.

Then the next step confirms the form type and form status.

Then it's just a matter of confirming your dates, pause until X date is reached, if the form status has changed - stop, if not send email, then pause until the next reminder date. When you hit the next reminder date, check the form status first, stop or send email etc,

OOTB - Reminder Emails Until Form Status Change

wilkies0106aw — Wed, 02 Jul 2014 14:42:01 GMT

All,

SP 2010 InfoPath 2010 - browser based form.

I need an OOTB way of sending multiple emails as reminders.

I've a form with a field called Form Status and a date field (date and time) called Employee Submission

Ideally I wanted to send a max of 5 reminders. I may never need 5.

I managed to find at least 1 way of doing it with a rather convoluted Else If Statement and nesting. Yet the way I've written it I can only go 3 days deep. - MS rule about nesting:

Object cannot be inserted because the maximum number of nested branches, parallel blocks, or substeps has been reached.

Is there an easier way? The above is a work in progress.

Each ReminderDate section has to also take note of the form status field, otherwise the form status field can change, but the reminder date is still in pause? The ReminderDate fields are SP calculated columns based off the employee submission date. The reminders are spaced out, i.e. they are not send every 2 days until the form status is changed to the next status. It could be in 2 days, then 5 days, then 10 days.

I don't know how to write or create a timer job, plus my other team members can just about understand a workflow. I did think about using the inbuilt information management policy (not quiet sure how yet).

Thanks

Workflow

Re: OOTB - Reminder Emails Until Form Status Change

OOTB - Reminder Emails Until Form Status Change