Reminders
Feature ID: FU-10145
Document Version: 1.0
Date: 19-12-2025
1. Introduction
Reminders help users stay on top of records by automatically prompting them when there is inactivity or when important dates, such as the Due Date or Created Date, are reached.
Reminders are configured by admins at the process level. If a reminder applies to a record you are working on, it appears as a Conversation Notification inside the record conversation window, where all collaboration and updates already take place.
As a user, you do not need to manually track timelines. If reminders are enabled for a process, Unifize automatically notifies you at the right time based on how the reminder has been set up.
2. How reminders work for users
You can access records from the My Inbox section.
From My Inbox, open any record that belongs to a process where reminders have been configured.
If the record meets the reminder conditions (such as inactivity or an approaching due date), the system automatically posts a Conversation Notification inside the record conversation window.
The reminder appears in the same conversation timeline as other record updates, making it easy to view and act on without leaving the record.
Reminders are evaluated continuously by the system and are triggered automatically when the defined conditions are met.
3. Types of reminders you may see
Depending on how the process is configured, you may receive reminders based on:
Inactivity on the record
When there has been no activity for a defined period.
Inactivity after the Due Date
When no activity occurs after the due date has passed.
Inactivity since the last reminder
When no activity has occurred after a previous reminder.
From Created Date
After a specific number of days from when the record was created.
From Due Date
After a specific number of days from the due date.
Before Due Date
A set number of days before the due date.
The reminder message you see depends on what was configured for the process.
4. What happens when a reminder is triggered
When the reminder conditions are met, Unifize posts a Conversation Notification inside the record conversation.
The notification is visible to all participants who have access to the record.
You can respond by taking action on the record directly, such as adding updates, completing tasks, or changing the record status.
If there is no activity after a reminder:
Recurring reminders may trigger again based on the defined interval.
Non-recurring reminders will not repeatedly trigger within a 24-hour window.
Once a record reaches a Completed status (or a status mapped to Completed), no further reminders are triggered for that record.
5. Disabling reminders at the record level (if allowed)
If the admin has enabled participant control for reminders:
You may see an option to disable the reminder for a specific record.
Disabling a reminder affects only that record.
It does not change reminders for other records or the overall process configuration.
If this option is not enabled, reminders cannot be disabled by users.
6. 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.
7. Feature limitations
Reminders do not trigger at an exact minute or second. They are evaluated within a scheduler cycle (currently every 10 minutes), so minor delays may occur.
For reminders based on Due Date, the due date is evaluated at 12:00 AM (midnight) UTC, which may differ slightly from your local time.
You can disable reminders for a record only if the admin has enabled this option for the process.
Last updated