I need to schedule an email notifications for Change request approval reminder fired 3 and 7 days before planned start date. How, please?

[gracjan]

I need to schedule an email notifications for Change request approval reminder fired 3 and 7 days before planned start date. I tried to use a workflow with sysapproval_group table but If I do I can't access planned start date from the change_request table and if I choose change_request table I can't add approvers in the notification. I tried to avoid coding. Please help.

[Sudhanshu Talw1]

In order to achieve this you need to follow following steps.

1. Create a new Event by navigating System policy-->Events-->Registry. Name 'approval.reminded' and the Table is Approvals [sysapproval_approver]

2. Navigate to System definition-->Scheduled jobs-->Create a new one of 'Automatically run a script of your choosing'

3. Navigate to System notification-->Email-->Notifications-->Create a new one as per below screenshots. Please select 'Advanced view' before proceeding. Also type you email notification Subject and Body under 'What it will contain' tab as per your requirement.

Thanks

Sudhanshu

[DirkRedeker]

Hi

Why did you attach your Workflow to the [sysapproval_approver] table, when you want to run the logic based on the Change Request. You can attach a workflow to the [change_request] table and create "timer" Activities there to wait, based on the [start_date] (Planned start Date) field.

You can decide then, to create the Notifications within the Workflow, OR

I recommend for clean solution, to fire an event from the Workflow and create a Notification, which triggers on that event.

Let me know if that answers your question and mark my answer as correct and helpful.

Enjoy & BR

Dirk

[DirkRedeker]

Hi

I just found your example interesting and created a sample workflow, which will exactly do, what you are asking for. This is quite simple and straight forward.

Let me put in the steps below, one by one...

First, the following screenshot shows the layout of the whole Workflow:

The Workflow mainly consits of TWO "Timer" Activities (1), each "waiting" the amount of time until to fire the desired Notification, AND TWO "Notification" Activities (2) to send out the notifications.

As I wrote in my previous reply, you can fire events instead of sending the notifications directly from the workflow. But this workflow shown here is just for demonstration purposes.

I attached the workflow to the [change_request] table, and added a condition to fire the workflow only, when the "Planned start date" field is filled in (because this is not a mandatory field OOB):

As an example, I will show you, how you need to configure the "Timer" Workflow Activites to work in your desired fashion:

Select the "Timer based on" (1) field to "A date/time or duration field", which allows you to select the "Planned start date" field of the "Change Request" Record in the "Field" (2) field.

Then, select until WHEN the timer should run. This is quite simple now, because you want to wait until 7 days BEFORE the "Planned start date".

To configure this, just choose "Some time before" in the "Wait" field (3), and set "7 days" in the "Time before" condition. 

That's it. Save the activity, and do quite similar for the second timer, but there, you wait just 3 days instead of 7 days.

Try it out, it worked quite well for me.

Let me know if that answers your question and mark my answer as correct & helpful,please.

Thanks and have fun

BR

Dirk

[gracjan]

Thank you Dirk for your answer. It is something that I tried to do. The only problem with Change_Request table is that with Notifications how do I send this to the "approvers" or "approver groups" as recipients because these fields are only under sysapproval table?

Warm Regards,

Gracjan