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Email - Scheduled Reminders

Placing & Receiving Agency Related Guide (PARG RARG)


Summary: 
This feature is available to Placing and Receiving Coordinators with an editable Inbox or Outbox. 

  •  Users with an editable Inbox/Outbox can schedule a personal email reminder for one or more placement requests. The reminder will be sent to their direct email account on the specified date.
  • The reminder email will be sent at 8 pm Pacific time on the evening before the reminder date, to ensure delivery before start of the next business day in all time zones. 
  • Each user can set their own reminder for a PR; in other words a single PR can have multiple reminders and each user can only see their own.
  • If your user account is enabled to use a Shared Email address, the reminder email will be sent to your direct (personal) email address and not to the Shared Email address.
  • If you attempt to schedule a reminder for one or more PR's that already have one scheduled, the existing reminders will NOT be overwritten and you will get a warning message with the reference number of the PR(s) that need to be edited directly.

Process:

  1. Click: to place a check mark in the checkbox for one or more placement requests (PR), in order to select them.
  2. Select: Schedule a Reminder from the Action drop down list.

  3. Click:  to open the Schedule a Reminder window.

    4. Select a date for the reminder email to be sent – this date must be tomorrow or later.

  1. Add your own text to the default Subject, or replace the default text if desired.

  2. Enter a message (mandatory).

  3. Select the Priority..

  4. Click the button to: Schedule reminder Email.  There is an option to Share the reminder with other users at your agency. Click the check box to activate.

A green background message will list the reference numbers of each PR that has a new reminder.

 

Click: Close Window.

 

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  • The Inbox / Outbox, will display a red flag icon for each PR that has a reminder.
  • Hover your cursor over the flag to see when and what the reminder is.
  • When the reminder date is past, the icon will be faded. 

Click a Reminder iconto re-open the Schedule a Reminder window where you can:

  • Change the date to reschedule to a later date. If the previous reminder is now in the past, you can enter a new, future date to schedule another reminder.
  • Revise the subject, message or Priority level
  • Click  to delete the reminder.
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