Assignment Reminders

Assignment expiration and reminders help you follow up automatically when a recipient has not completed an assigned step. You can set a deadline, choose when the first reminder is sent, repeat reminders, and write a reminder email that is separate from the original assignment message.

Note: Assignment Reminders is currently in limited release and will be available more broadly soon.

Key Capabilities

• Assignment expiration - Set an open assignment to expire from 1 to 60 days after it is sent.
• First reminder timing - Send the first reminder from 1 to 60 days after the assignment is sent or before expiration.
• Local send time - Choose a send time in 30-minute increments. The workflow timezone determines how that time is interpreted.
• Repeated reminders - Repeat the reminder at a 1-to-60-day interval while the assignment remains open.
• Custom email content - Configure the From name, Reply-to address, CC/BCC recipients, subject, message, and button label.
• Automatic stopping - Stop future reminders after the assignment is completed, cancelled, declined, or expired.

When reminders are available

Reminders are available when Assign via is set to Streamline user, Email, or Phone number. Reminders are sent by email or SMS.

Assignments set to From previous step inherit their recipient from an earlier step. Because no email address or phone number is configured on the assignment, Send reminders is unavailable.

Configure assignment expiration

1. Open the workflow and select the supported assignment step.
2. Open the assignment settings.
3. Turn on Add expiration.
4. Enter the number of days after the assignment is sent. The allowed range is 1 to 60 days.

Important: Expiration is required before reminders can be enabled.

Configure the first reminder

1. Turn on Send reminders.
2. Under First reminder, enter a value from 1 to 60 days.
3. Choose after the assignment is sent or before expiration.
4. Select the time when the reminder should be sent. Available times use 30-minute increments.

Note: Reminder times use the workflow timezone, not each recipient's local timezone.

Note: A first reminder scheduled before expiration must occur before the assignment deadline. If that reminder time is already in the past when the assignment is created, the schedule is skipped.

Repeat reminders

1. Turn on Repeat every.
2. Enter a repeat interval from 1 to 60 days.
3. Confirm that the repeat interval leaves time for another reminder before the assignment expires.

Repeated reminders stop when the assignment is completed, cancelled, declined, or expired. They can also stop after the system reminder-count limit is reached.

Customize the reminder email

1. Expand Reminder email message.
2. Enter the From name.
3. Optionally enter a Reply-to email address.
4. Turn on CC/BCC if additional recipients should receive the same reminder message.
5. Enter the Subject.
6. Enter the Message.
7. Enter the Button label recipients select to open the assignment.

Feature Considerations

• Reminders require expiration to be enabled.
• Business-day, holiday-aware, monthly, and sub-day recurrence schedules are not supported.
• Reminder send times use the workflow timezone.
• Existing open assignments are not given reminder schedules when the feature is enabled. The configuration applies to newly created assignments.

Troubleshooting

Send reminders is unavailable

1. Confirm that Assign via is set to Streamline user, Email, or Phone number. Reminders are not available when it is set to From previous step.
2. Confirm that Add expiration is enabled.

The reminder schedule cannot be saved

1. Confirm that each day value is between 1 and 60.
2. Confirm that the selected time uses a 30-minute increment.
3. If before expiration is selected, confirm that the first reminder occurs before the deadline.
4. If Repeat every is enabled, confirm that the interval leaves room for another reminder before expiration.

My reminder was sent in the wrong time zone

Workflows that use the older date and time formatting controls send reminders in UTC instead of the workflow time zone.

1. Open the workflow and go to Settings > Formatting.
2. If you see Upgrade your workflow's formatting settings, select Switch to new controls. This action cannot be undone.
3. Configure the workflow's Time Zone, then select Save changes.

For complete instructions, see Date and Time Formatting in Streamline.

A recipient did not receive a reminder

1. Confirm that the assignment was still open at the scheduled time.
2. For sequential signing, confirm that the signer was active rather than waiting for a prior signer.
3. Confirm that a before-expiration reminder was not already in the past when the assignment was created.
4. Confirm that the current recipient's email address or phone number is valid.