When Date is Reached Automatically Send Email Notification to Requestor

[eric987dc]

We currently have a solution which uses the Service Catalog - Items. After a requestor requests this item and it goes through the entire approval process. At the end, it will have a start date. Whatever that start date may be, we are trying to somehow record that date and set a timer so that 2.5 years from that start date, an email will be sent to that same requestor asking for their review. This same process on will repeat again 5.5 years and 8.5 years if the end date is long enough. We will need to condition this process to repeat only the number of times required by the length of the request. 

We did not want to put a wait for condition in the workflow because we wanted that request to be closed/complete.

We also need the ability to ask a few questions and obtain metrics on the number of reviews sent/replied/and their answers. 

What/How is the best method of completing this? 

Thanks for any help!

[palmen]

You could create a second workflow that handle this and let the original workflow close and let the Request be closed.

I'm not really sure what it is you're trying to do here when it's such a long time to send review (2,5 years for first one).

[eric987dc]

Palmen,

The second workflow would have to be triggered to run 2.5 years later. Is there a way to trigger the workflow based on a date on in a different table?

[palmen]

You could have it trigger when the first workflow closes and then have a wait for condition timer as the first thing in the workflow.

I'm not sure if this is the best way to do it. You could create a scheduled event as well and set it to trigger in 2,5 years from now. When the event is triggered pick it up with a script action and from their you can script something like starting a workflow or send an email or whatever you want to do.

Maybe you could create a custom table to store a record in with the date you want an email to be send out. Not sure if this is a good solution from an architect point of view but it would be easy to see what notifications you expect to trigger and when since everything is in a separate table. Run a scheduled job towards this table every night and if the time has passed trigger the email and set the record as inactive so it don't trigger again.

[eric987dc]

Any other suggestions perhaps?