In this video we will show you how to set expiry and reminders in criteria. The expiry and reminders section is where you can set expiry dates against responses and in addition set reminders to alert you and your targets to expiry dates becoming due.
Once you are logged in to your NowWeComply account; go to “Admin”, click on “Criteria” and then “add a New Criteria”.
Expiry and reminders is a small part of building a criteria, you will find it about halfway down the criteria page.
The “Complete By” field determines when the response must be submitted. Select ASAP if the request is not urgent or doesn’t have a specific timescale for completion. However, if you need the action completed by a specific date select “By Time”. This opens further fields allowing you to set a timescale of a number of days, weeks or months OR to set a specific date for completion.
If you select “by time”a further field called “Set complete by reminder” is made available. This allows you to set a reminder for the target or system user to respond to this criteria. Selecting yes allows you to set a number of days, weeks or months or a specific date for the reminder to be sent
For Response Expiry select yes or no to stipulate whether the response includes an expiry date such as a passport, Visa, training certificate, vaccination or registration to a professional body. Selecting Yes to Response Expiry makes further fields available allowing you to set a timescale of a number of days, weeks or months of “the date it was completed” or the “date it was assigned” OR you can set a specific date for expiry from the calendar. If you have used the Response Type Date Picker, you will have the option to set the expiry as “the date specified in the response”.
If you have selected YES to Response Expiry the Set Reminder field can be used to set a reminder against the expiry. This can be a number of days, weeks or months or a specific date before the expiry. The reminder is sent by email or SMS; a reminder will also be sent to the System Administrator if the action to complete the Criteria is for the Target.
The Nudge Time can be used in conjunction with the Set Reminder to send additional reminders via email or SMS a number of days, weeks or months prior to the expiry so that they have plenty of warning that something needs to be completed. You have the ability to select which message template you would like to send at this nudge points, if you have created custom message templates then these will appear in the drop down list. You can add multiple reminders simply by clicking save and add more.
If you have selected No to Response Expiry you will not have the option of setting reminders or nudges.