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Question

Send notifications within working hours

Forms How To
Updated May 14, 2020
asked on April 28, 2020 • Show version history

Hi,

 

I have task reminders that run every two hours. I want the reminders to be restricted within working hours. Is this possible with Forms. Currently, it sends a reminder every 2 hours regardless of the time of the day so users get a ton of emails from 5pm after work hours to 8pm the next day when work resumes in the morning for overdue tasks. 

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Replies

replied on April 28, 2020

Hi Joseph,

You could have two User Tasks that the process alternates between and are otherwise identical. After you want the notifications to start, have the initial timer move to the first of these two tasks.

The first one will wait until 8am and then interrupts and moves to the second task. The second one has two timer events attached to it; the first timer sends a notification every two hours, and the second timer interrupts and ends it back to the first one.

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replied on May 14, 2020

Can you show exactly how you mean please? Quite confused

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replied on May 14, 2020

You will need a variable that's set (probably through Workflow) to be 8am on the day you want notifications to start, prior to Initial User Task.

For the time event on Initial User Task:

With the variable being the one I previously described.

Then, "User Task (8am–5pm) +notifications" has the notifications every 2 hours, with a timer event to wait for 9 hours (ie until 5pm):

The process then moves to "User Task (5pm–8am)" where it waits for 15 hours (ie until 8am) and then moves back to the one with notifications:

Note: this will not account for weekends. Checking the "exclude weekends" checkbox will likely screw it up, but feel free to give it a try (you'll need to have both checked or neither).

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