Question

Forms: Is there a way to track and report on reminders sent from Forms tasks?

Forms

Updated April 11, 2023

asked on April 11, 2023 • Show version history

Scenario: User submits invoice to department manager; the task is set up to send a reminder to the department manager every 3 days. Accounts Payable would like to get a weekly report of all tasks that have had 3 or more reminders sent to the users.

Fields for report:

Process ID

Process Name

Task Name

Task Assignee

Date of task assignment

# of reminders sent

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Replies

replied on April 11, 2023 • Show version history

I don't know about an out-of-the-box solution, but an idea to achieve this.

This will require attaching a timer event to the user task (not interrupting) and then that leading into a path that includes the email notification. If you are using the built-in Reminders functionality on the user task, I don't think this will work.

Add a field to your form with a variable like "reminder_count" or something like that. You can use Field Rules or CSS to hide the field from view. Make it a number field with a default value of 0. If you are hiding it with Field Rules, be sure to set it to save the value, not ignore it.

As part of the flow out of the timer event that triggers the email, call a workflow. The workflow should retrieve the value of the reminder_count field, increment it by 1, and then push the value back into the field in Forms.

Now you have a variable in your process that tracks how many times the reminder email has been sent (how many times the timer event has been triggered). It's pretty straight-forward from there to make a custom report based on the value of the reminder_count field.

Should look something like this:

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replied on April 11, 2023

Thank you Matthew; I think I'm following what to do here so I'll try it out and let you know.

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replied on April 11, 2023

Good luck!

Also - the Workflow is reusable! ♻️ Although it kind of feels like when you are setting up the Workflow that the "Retrieve Business Process Variables" and "Set Business Process Variables" activities are linked to a specific process in Forms - that's just to help it find the variables. As long as you use the same variable name (i.e. reminder_count) in every form, you can call the same workflow from any form process and it'll run the workflow to update that variable.

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Forms: Is there a way to track and report on reminders sent from Forms tasks?

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