Notifications Based on A Date&Time Field

Introduction

Feature(s)

Recipients can receive notifications based on a Date&Time field in the form. This feature can be applied to notify members when an event reaches its due date.

Application Scenario(s)

In the case of contract management, you can set a notification seven days before the contract expires to notify the sales department to sign a new contract.
In the case of meeting management, you can set a notification thirty minutes before the meeting to remind all employees to attend the meeting.
In the case of employee management, you can set a notification before each employee's birthday and send them birthday wishes.

Preview

Set the notification to be triggered based on a Date&Time field in the form, and then notifications will be sent automatically to the designated recipients according to the date.

For example, if Nicola's birthday is on February 9th, you can set a notification to automatically send birthday wishes to Nicola at 17:15 on her birthday every year.

Setting Procedure

Where to Set

Go to Extension, click Notifications > New Notification, and you can see the Timing part.

Setting Notification Timing

Select Choose a Date&Time field under Timing.

Setting the Start Time

When designing the form, add a Date&Time field titled Birthday.

1. If you set the type of the field to YYYY-MM or YYYY-MM-DD when designing the form, you can set Start Time to be either on the day or a specified number of days before or after the time entered in the field.

2. if you set the type of field to YYYY-MM-DD HH:MM or YYYY-MM-DD HH:MM:SS when designing the form, you can set Start Time to be either at once or a specified number of minutes before or after the time entered in the field.

3. For example:

Field Type	Start Time	Example Value	Meaning
Date	Current Day 9:00	March 5, 2017	Send the notification at 9 o'clock on March 5, 2017.
	Before 7 Days 9:00	March 5, 2017	Send the notification at 9 o'clock on February 26, 2017.
	Next 7 Days 9:00	March 5, 2017	Send the notification at 9 o'clock on March 12, 2017.
Date&Time	At Once	March 9, 2017, 15:10:00	Send the notification at 15:10:00 on March 9, 2017.
	Before 30 Minutes	March 9, 2017, 15:10:00	Send the notification at 14:40:00 on March 9, 2017.
	After 30 Minutes	March 9, 2017, 15:10:00	Send the notification at 15:40:00 on March 9, 2017.

Setting the Frequency

1. If you select Only Once, the notification will be sent only once when the set time is reached.

2. If you select a fixed period, such as Daily, Weekly, and so on, the notification will be sent repeatedly.

Other Basic Settings

You can also set Recipients, Content, and Method.

Note(s)

If the Type of the Date&Time field is YYYY-MM-DD or YYYY-MM, and more than five messages of the same notification are sent to the same recipient at the same time, the system will combine these notification messages into one and display the titles of multiple records in the content.
You need to ensure that the recipients have access to the form and are in the proper permission set. This is important to ensure that the recipient can successfully receive and act upon the notifications. If they do not have permission, you can add them to permission sets.
You can customize notifications of workflow forms as well.