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Action Item Email Reminders

Action item email reminders can be configured to help users remember to complete assigned action items before the due date or alert them of overdue action items.

Below are the guidelines for Action Item Email Reminders

  • Do not create too many email notification configurations. Send advance notifications to the assigned to person only and overdue notifications to others.
  • ACT Power or Super Users are able to view, create, update, and delete / inactivate action item email reminders using the Settings > Action Item email Reminders section.
  • Create:
    1. One advance notification, one to two weeks before the due date of the action item, sent to the assigned to person.
    2. One notification on the due date, sent to the assigned to person.
    3. One or two overdue notifications to the assigned to person and other people such as assigned by responsible and selected administrators (people with account, division or company admin and report access permissions).
  • By default, emails are sent during off-peak hours (12:00 AM). The default time can be altered to the companies desired time, if needed.
  • Email reminders are created using a combination four different elements: Organizational Unit, Frequency, Email Contents, and Recipients. 
    • Organizational Unit: Refers to the company, division or account the email is created for. If no account has been selected, the email reminder will be sent out to all recipients within the selected division.
    • Frequency: Determines how often the email reminder will be sent out to the recipients. emails can be configured to be sent out weekly, monthly or based on action item due date.
    • Email Contents: Determines the information that is sent to users about the action items.
    • Recipients: Determines who will be receiving the email reminders.

To create a companywide email reminder, that will span across all divisions, leave Division empty when creating your reminder. This creates an email that applies to all people in the company but cannot be seen or edited by division level administrators.

How to Create an Action Item Email Reminder

  1. Navigate to ACT > Settings > Action Item Email Reminders.
  2. Select New from the toolbar.
  3. Enter the name of the email reminder
  4. Ensure Company, Division, and Account are correct.
  5. Ensure Active is Checked.
  6. Modify the Active and Inactive dates, if necessary.
  7. Determine the Frequency of the emails by selecting Weekly, Monthly or based on Action Item Due Date.
    1. Weekly: Select a value for Sent Every Week(s) to determine how often the email will be sent. Then choose day's of the week the email will be sent out on.
    2. Monthly: Select a value for Sent Every Month(s) to determine how often the email will be sent. Then choose either the First Weekday or Last Weekday the email will be sent out on.
    3. Based on Action Item Due Date: Select a value for Sent Exactly Day(s) to determine how often the email will be sent. Then choose either Before or After Due Date to determine if the email will be sent out the allotted number of days before or after the due date.
  8. Check the Recipients checkboxes next to anyone that should receive the notification.
  9. Select Save on the toolbar.

The "Based on Action Item Due Date" option is not recommended if you would like your reminders to contain overdue or upcoming items outside of the selected days.

Example: If you set up overdue by 15days. Your email will not contain items that are overdue by less or more days.

How to Update an Action Item Email Reminder

  1. Navigate to ACT > Settings > Action Item Email Reminders.
  2. Select the Action Item Email Reminder that needs to be updated.
  3. Modify the fields that need to be changed.
  4. Select Update on the toolbar to update the email reminder with the modifications that were made on the Action Item Email Reminder Settings form.

How to Delete or Inactivate an Action Item Email Reminder

  1. Navigate to ACT > Settings > Action Item Email Reminders.
  2. Select the Action Item email Reminder that needs to be deleted or inactivated.
  3. To delete an email reminder, select Delete on the toolbar. Then select Ok when asked "Are you sure you want to delete?" from the pop-up message.
  4. To inactivate an email reminder, uncheck Active from the Action Item Email Reminder Settings details.
  5. Then select Update on the toolbar to update the email reminder with the change in active status.