question Re: Send email notification when date is reached in SPM forum

Send email notification when date is reached

riaz_mansuri — Tue, 26 Jul 2016 20:38:42 GMT

Hi,

I want an email to be sent when a specific date field has reached 30 days before the actual date.

I have set this on the contracts table but is it not working, does anyone know a script I can use?

The field is a date field called u_review_date

When this is less than 30 days away and email notification should be triggered.

Any ideas?

Thanks

Re: Send email notification when date is reached

mrswann — Tue, 26 Jul 2016 20:41:08 GMT

because that notification is only running once at the point of update, when the condition would be false...

I think you will need a scheduled job to fire an event, or potentially put a wait for activity within the workflow , to fire an event

The scheduled job would run each day and check for records which are "30 days", and use eventQueue() , you then use event registry to define the event, it will then be available to select from the notification "when an event is fired"

Re: Send email notification when date is reached

riaz_mansuri — Tue, 26 Jul 2016 20:47:15 GMT

Hi,

Thanks ok, but any ideas on how I script this scheduled job?

I will try a workflow also

Thanks

Re: Send email notification when date is reached

Chuck Tomasi — Tue, 26 Jul 2016 20:51:17 GMT

Hi Riaz,

This could be a done a couple ways. If you are working on a task that uses a workflow, review the Timer activity before you trigger and event or send a notification (I prefer the former to the latter.)

Timer Activities - ServiceNow Wiki

If not, then a scheduled job would work well to query for records that have reached that date. A daily script works well, although you can run it more often (hourly) if you need. The script basically does a query for records with dates <= "now plus 30 days" and not already notified. That last part requires a secondary field such as a checkbox or date field (to note when the notification was sent) to avoid sending multiple notifications for the same record.

I did something very similar to this for my loaner request app (available on share) to remind people to pick up their loaner item, return their loaner item, and that their item is overdue for return.

Creating a Scheduled Job - ServiceNow Wiki

GlideRecord - ServiceNow Wiki

Re: Send email notification when date is reached

Chuck Tomasi — Tue, 26 Jul 2016 20:55:25 GMT

The scheduled job would look something like this.

Standard disclaimer: The following code is untested, requires review and potential modifications.

(function () {

       // Get a list of records that are coming due

       var rec = new GlideRecord('u_contract'); // Use the right table, I made this one up

       rec.addQuery('u_review_date', '<=', gs.daysAgo(-30)); // Get records updated -30 days ago (in the future)

       rec.addNullQuery('u_reminder_date'); // and not already reminded

       rec.query();


       while (rec.next()) {

                   gs.eventQueue('contract.reminder', rec, '', '');

                   rec.u_reminder_date = new GlideDateTime();

                   rec.update();

       }

})();

Re: Send email notification when date is reached

mrswann — Tue, 26 Jul 2016 20:57:12 GMT

var gr = new GlideRecord('task');

gr.addQuery('review_date', <=daysAgo(30));

gr.query();

while (gr.next()) {

eventQueue('youreventname-review_expired',gr.sys_id,gr.number,gr.short_description);

}

probably some bad syntax in here, and logical errors with the date

GlideSystem Date and Time Functions - ServiceNow Wiki

GlideRecord - ServiceNow Wiki

set your job to run daily at around the time you want the emails fired, considering performance load

Re: Send email notification when date is reached

mrswann — Tue, 26 Jul 2016 20:59:11 GMT

better formatting, more eloquent, and a disclaimer to boot!

Re: Send email notification when date is reached

riaz_mansuri — Tue, 26 Jul 2016 21:06:13 GMT

Thank you - I will try the above tomorrow ad update this thread

Riaz

Re: Send email notification when date is reached

riaz_mansuri — Fri, 29 Jul 2016 11:47:52 GMT

Hi,

I have decided to do this via a workflow as I want a ticket created as well and an Incident.

In the Begin I have a Filter condition of State is Active

What should the next box contain, a Timer or a Wait for condition?

I only want the workflow to Trigger if the Date Field Review Date is 30 days away.

I cant seem to find how to start this trigger.

Thanks,

Riaz

Re: Send email notification when date is reached

Chuck Tomasi — Fri, 29 Jul 2016 13:12:45 GMT

A timer activity should do very well here Riaz.

Timer Activities - ServiceNow Wiki

Re: Send email notification when date is reached

riaz_mansuri — Fri, 29 Jul 2016 14:03:03 GMT

Thanks Chuck,

I tried this but I can't find the actual field in the tree:

No idea what it is trying me to show.

Any ideas how I can get to the actual field named Review Date

Thanks,

Riaz

Re: Send email notification when date is reached

mazhar4 — Fri, 29 Jul 2016 14:11:31 GMT

Riaz,

Choose the option "a date/time field.." in the timer based on dropdown

Re: Send email notification when date is reached

riaz_mansuri — Fri, 29 Jul 2016 15:00:52 GMT

Hi Chuck,

Quick question on this. Can I trigger and Incident from a workflow?

Riaz

Re: Send email notification when date is reached

Chuck Tomasi — Fri, 29 Jul 2016 18:16:37 GMT

Hi Riaz,

You can create an incident from a workflow, if that's what you are asking. Use the "Create Task" activity and set the table to incident. Pretty simple.

Task Activities - ServiceNow Wiki

Re: Send email notification when date is reached

riaz_mansuri — Fri, 29 Jul 2016 19:50:25 GMT

Hi Chuck,

Thanks the reason I asked was because my workflow table was ast_contract. However, I achieved this now through the Run Script.

Thanks,

Riaz

Re: Send email notification when date is reached

Chuck Tomasi — Fri, 29 Jul 2016 20:44:13 GMT

I'm glad you got it resolved.

Re: Send email notification when date is reached

ritaaudi — Tue, 31 Jan 2017 17:43:47 GMT

Hi Chuck: I have an itil user in my organization that wants to schedule an email for an incident to be sent on a specific date. Is there an easy way for an itil user to do so themselves without me scheduling a job for them? Thank you. Rita

Re: Send email notification when date is reached

Chuck Tomasi — Tue, 31 Jan 2017 17:47:21 GMT

Hi Rita,

If you are using a scoped app, you can use delegated development (Helsinki and above) to allow non-admins the ability to send a notification. If it is scheduled (runs once a day at 2:00AM for example) that still requires admin privileges.

Re: Send email notification when date is reached

ritaaudi — Wed, 01 Feb 2017 18:28:24 GMT

Hi Chuck: I think this will give them too much power. I simply want them to add a comment but have it scheduled to be sent on a future date. No such a thing, huh? Thx

Re: Send email notification when date is reached

Chuck Tomasi — Wed, 01 Feb 2017 19:50:06 GMT

Hi Rita,

Just so I understand completely... can you elaborate on what you are trying to do? I seem to have gotten requirements a bit mixed up on this one. They could enter a date and your scheduled job can check for records that match the criteria (e.g. date is <= to now and no notification has been sent.)