Need to trigger workflow notification before expiration date / due date

[Thomas G]

Hi,

I have a catalog item with a multiple choice variable asking if an access should be temporary or permanent. If the answer is temporary, a mandatory date variable is showing, asking for an expiration date (access_expiration_date). That date is copied to the due date field on RITM via a workflow script (current.due_date = current.variables.access_expiration_date;). So far so good.

The requirement is that four weeks before expiration date, a specific Assignment Group and Opened by should receive a notification. I guees that I should be able to do that with a workflow notification or event but can't figure out how to do that. The trick is, that the workflow must not stop if expiration date / due date is not set (because the user has picked 'permanent access') and the notification should also be triggered immediately if the user submits an expiration date that is less than four weeks ahead of current time. 

How would you do that? 🙂

Best regards
Thomas

[Weird · Accepted solution]

Create a new event in the Event Registry and a notification that gets triggered by that event.
In your workflow you can immediately check for the date variable and trigger the event -> send the notification if necessary.
I wouldn't add the notification into the workflow since if it requires changes it will be easier to do directly in the notification table.

Next you can create a scheduled job that runs daily and loops through the catalog items and triggers the event if the date is on X days. This way it will be sent only once.