Reminders
Feature ID: FU-10145
Document Version: 1.0
Date: 19-12-2025
1. Introduction
Reminders in Unifize help ensure timely follow-ups on records by automatically prompting participants when there is inactivity or when key dates such as Due Date or Created Date are reached. Reminders are configured at the process level by admins and are evaluated by the system based on the reminder type and interval defined for that process.
Once triggered, a reminder is posted as a Conversation Notification inside the record conversation window, making it visible to all relevant participants working on that record. This ensures that follow-ups happen in the same context where collaboration and updates already take place, without requiring users to track timelines manually.
By using reminders, admins can standardise follow-up behaviour across processes, reduce the risk of records being left unattended, and maintain consistency in how teams respond to inactivity or approaching deadlines.
2. Feature capabilities
Reminders can be configured at the process level from the Manage View, allowing admins to define consistent follow-up rules for all records created under a specific process.
The feature supports both recurring and non-recurring reminders, enabling follow-ups based on inactivity, due dates, record creation dates, or time before a due date.
Admins can configure reminders using same-day (0 days, where applicable) or multi-day intervals, ensuring reminders align with operational timelines and process requirements.
When triggered, reminders are posted automatically as Conversation Notifications inside the record conversation window, keeping follow-ups visible within the record context.
Admins can define custom reminder messages to control the content and tone of the notification sent to the record conversation.
Admins can decide whether participants are allowed to disable reminders at the record level, providing flexibility while still maintaining process governance.
3. Admin journey
This section explains how an admin can access, configure, and manage reminders for a process. Reminders are always configured at the process level, which means the same reminder logic applies to all records created under that process.
3.1 Accessing the reminders configuration
Navigate to Manage View from the left navigation.
From Manage View, select the process for which you want to configure reminders.
Click on the process name to open the Process Builder.
In the Process Builder, open the Reminders tab.
3.2 Adding a new auto reminder
Inside the Reminders tab, click + Add auto reminder. This creates a new reminder configuration for the process.
Configure Auto remind in: X days. This field defines when the reminder should trigger relative to the selected reminder type.
Setting the value to 0 sends a same-day reminder (only applicable for non-recurring reminder types).
Setting a value from 1 to N days sends the reminder after or before the relevant trigger point.
Select the Reminder Type.
The reminder type determines what event or condition the system monitors before sending a reminder.
Recurring reminders (value cannot be 0):
Inactivity – triggers when there is no activity on the record for a specified period.
Inactivity from Due Date – triggers when there is no activity after the due date for a specified period.
Inactivity from Last Reminder – triggers when there is no activity since the last reminder was sent.
Non-recurring reminders (value can be 0):
From Due Date – triggers after a specific time has passed since the due date.
From Created Date – triggers after a specific time has passed since the record was created.
Before Due Date – triggers a specified time before the due date.
(Optional) Add a custom reminder message.
This message is posted as a Conversation Notification inside the record conversation when the reminder triggers.
(Optional) Configure participant control.
Admins can choose whether participants are allowed to disable the reminder at the record level.
3.3 When will the reminder trigger
A) Scheduler window
The reminder scheduler runs every X minutes (currently 10 minutes).
Reminders trigger in that 10-minute cycle window (example: set at 10:41 or 10:49 → triggers at 10:50).
B) “Previous reminder” criteria
Depending on reminder type, the system checks whether a reminder was already sent recently:
Recurring reminder types (Inactivity / Inactivity from Due Date / Inactivity from Last Reminder)
A reminder triggers only if:
No previous reminder has been sent, OR
The last reminder was sent more than N days ago (where N is the interval set by the admin).
Non-recurring reminder types (From Due Date / From Created Date / Before Due Date)
A reminder triggers only if:
No previous reminder has been sent, OR
The last reminder was sent more than 24 hours ago.
C) Due Date normalization to 12:00 AM (midnight) UTC
For any reminder type that is calculated relative to Due Date:
The Due Date is normalised to 12:00 AM (midnight) UTC.
As a result, reminders configured to fire N days before/after Due Date will be evaluated and triggered around 12:00 AM UTC (within the scheduler window).
4. User journey
This section explains how end users experience reminders inside a record, and what actions (if any) they can take when a reminder is triggered.
A user works on a record created under a process where reminders have been configured by an admin. All collaboration, updates, and activity on the record happen through the record conversation window.
Based on the reminder configuration, the system continuously evaluates whether the record meets the reminder criteria.
When the reminder conditions are met:
The system posts a Conversation Notification directly inside the record conversation window.
The reminder message appears in the same timeline as other record updates, ensuring it is visible to all relevant participants.
If the admin has enabled participant control:
Users may see an option to disable the reminder for that specific record.
Disabling a reminder only affects that record and does not change the process-level configuration.
If no activity occurs after a reminder, recurring reminders may trigger again based on the configured interval and previous reminder criteria. Non-recurring reminders will not repeatedly trigger within a 24-hour window.
Once the record reaches a Completed status (or a status mapped to Completed), no further reminders are triggered for that record.
5. Roles and Permissions
Role
Permissions
Admins
Can access the Reminders tab from the Process Builder and configure auto reminders at the process level. This includes adding, editing, and managing reminder types, intervals, custom reminder messages, and deciding whether participants are allowed to disable reminders at the record level.
Org Members
Can view reminder notifications as Conversation Notifications inside the record conversation window. If enabled by the admin, they can disable reminders for individual records. They cannot create or modify reminder configurations.
External Users
Can view reminder notifications as Conversation Notifications inside the record conversation window for records they have access to. If enabled by the admin, they can disable reminders for individual records. They cannot configure or edit reminder settings.
6. Feature limitations
Same-day (0 days) reminders can only be configured for non-recurring reminder types. Recurring reminders always require a minimum interval of 1 day.
Custom time zones cannot be configured for reminders. All due-date-based reminders are evaluated using 12:00 AM (midnight) UTC, with triggering occurring within the scheduler window.
Reminders do not trigger at an exact minute or second. They are evaluated within the scheduler cycle (currently every 10 minutes), which can result in slight delays.
Users can disable reminders only if the admin has explicitly enabled this option at the process level.
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