How does the Question Reminder Agent work?

The Question Reminder Agent sends email reminders to all users with outstanding questions and/or notifications. Once a user has answered a question or marked a notification as read, they will no longer receive reminders about it. This article describes how to use the Question Reminder agent.

Note: Email reminders will not be sent to No Access users or users that have been invited to PowerSteering, but have not yet logged in.

Note: If the owner of a project has changed, new questions and/or notifications for the project will not appear in the old owners Inbox; however, the old owner will still receive email reminders about outstanding questions and/or notifications for the project.

1. Click Agents

Click Agents
  1. On the Icon Bar click the Admin button.
  2. Click Configuration to expand the menu, then click Agents.

2. Click Question Reminder Agent

  • Click the Question Reminder Agent hyperlink.

3. Click Remind Users of Pending Questions

  • Click the Remind Users of Pending Questions hyperlink.

4. Click Edit

  • Click Edit.

5. Edit Agent Task Details

  1. Edit agent task details.
  2. Click Submit.

Agent Task: The name of the task.

Is Active: Specifies whether the task is enabled.

Interval: Specifies how often the task runs.

Oldest Log Age: Specifies how long to retain agent task log entries.

First Run Time: Specifies the task's first run time.

Next Run Time: Specifies the task's next scheduled run time.

Expiration Date: Specifies when the task expires (if at all).

Parameters: Options specific to each agent task.

  • Grace Period in Days: Determines the number of days that elapse before reminder emails cease. If the grace period elapses, and the user has not answered the question, the answer will automatically be set to "No" and the reminders will cease.
  • Weekly Status Report Grace Period in Days: Determines when a weekly status report will expire. If the grace period elapses, and the user has not submitted the status report, the status report will expire and can no longer be edited. The number of days in this field can be negative, positive, or 0.
  • Bi-Weekly Status Report Grace Period in Days: Determines when a bi-weekly status report will expire. If the grace period elapses, and the user has not submitted the status report, the status report will expire and can no longer be edited. The number of days in this field can be negative, positive, or 0.
  • Monthly Status Report Grace Period in Days: Determines when a monthly status report will expire. If the grace period elapses, and the user has not submitted the status report, the status report will expire and can no longer be edited. The number of days in this field can be negative, positive, or 0.
  • Quarterly Status Report Grace Period in Days: Determines when a quarterly status report will expire. If the grace period elapses, and the user has not submitted the status report, the status report will expire and can no longer be edited. The number of days in this field can be negative, positive, or 0.
  • Minimum Reminders: The number of reminders that will be sent at the specified interval before the grace period elapses. Note: This setting does not apply to status report reminders. For status reports, reminders will be sent at the interval specified until the grace period is reached or the status report has been submitted.
  • Reminder Interval in Days: Determines the number of days between reminder emails.
  • Reminder Email Address: The email address that the reminder is sent from.
  • Reminder Email Personal: The name that the reminder is sent from.

 

Version Note: The status report grace periods above were not available prior to the release of version 14. Rather, the status report expiration date was determined by the following hard coded criteria:

  • Weekly Status Report Expiration Date = Question Creation Date + 4 weeks
  • Bi-weekly Status Report Expiration Date = Question Creation Date + 5 weeks
  • Monthly Status Report Expiration Date = Question Creation Date + 2 months, rounded by start of the month
  • Quarterly Status Report Expiration Date = Question Creation Date + 3 months, rounded by start of the month

6. View Agent Task

  • View agent task.

7. Example Email

Example Email
  • Above is an example email generated by this agent.

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