How to setup a Job to notify your users that they have outstanding work to complete
Jobs allow users to perform automated actions such as sending email notifications or kicking off Workflows based on specified triggers. A commonly used trigger is based on the Due Date of a Record. Due Date Jobs are typically used to send users recurring notifications reminding them to complete a Record a certain number of days before a Record is due. The frequency of the notifications and the number of days before the due date they should be sent can be configured based on your requirements.
Step-by-step guide on setting up Due Date Jobs
1. Navigate to Build > Jobs and click + New Job button.
2. Select Due Date button on the left side of the screen.
3. Once the Job trigger (Due Date) is selected and the Job is titled, fill out the following information to dictate when and how often notifications are sent:
Workflow: Select the Workflow for which you would like the Job to be active.
Step: Select the Step in which the Record you would like to send the notification for lives. Typically this would be the "In Progress" step. Alternatively, you could select Any Step to have the Job execute regardless of where the Records.
Execution Period: Enter the time before the Due Date you would like notifications to be sent. For example, if you enter 7 Days, notifications will be sent out to users beginning 7 days before the Record is due.
Period End (Optional): This can be set to specify when the Job should stop executing after the Due Date has been reached. This is an optional input.
Frequency: Specify the frequency with which you would like notifications to be sent. For example, if you select 1 Day, notifications will be sent every day before the Due Date is reached. Tip: if you only want one notification to be sent, then set the Frequency to a time period longer than your Execution period.
4. Navigate to the Message tab at the top of the screen to begin entering the details of who you would like to notify and what the message should say.
The Message tab has four sections:
Recipients: This allows you to select the users who will be receiving the notification. The most typical use case here would be "Current Assignee." This will ensure that the user currently assigned the Record receives the notification. Current Assignee can be selected by clicking on User Fields, selecting the appropriate Workflow, and navigating to System Fields.
In-App Notifications: The In-App notification section allows you to create a message that the user will receive within Risk Cloud itself. The notification will show up under the bell icon at the top right corner of the Risk Cloud environment.
Email Notification: The Email Notification section allows you to create the email message the user receives. The body of the email can include images and can be formatted. Emails can also include Field Variables that populate with the Field values of the Record associated with which the Job is being triggered. This is to provide greater context to the user receiving the email. Refer to Include dynamic Field results to Job messages for additional information.
Slack Notification: You will see this section only if you have the Slack Integration enabled. This allows you to create a Slack notification that is sent to users. Like with the email notification, you can include Field Variables to create contextual messages.
5. Click on the Save Job to save your newly created Job. This is one of the few features of Risk Cloud that will not automatically save.
You can find more general information about setting up Jobs and the features available from the Creating Jobs article.