Reminders

To create and view reminders, click ‘Monitoring’ from the top navigation and then ‘Reminders’. The reminders are listed on the page in an alphabetical order. The sorting order may be changed under ‘Sort’.

Show reminders targeted to user

• Select this option to list the reminders targeted to a user

Add a new reminder

• Click ‘Add new reminder’

Name:

• Enter the name of the reminder

Description:

• Enter the description of the reminder

Assignment:

• All contracts of the organisation
  • The reminder is assigned to all contracts of the organisation
• All contracts of the selected organisation units
  • The selection window appears
  • Click ‘Add organisation unit’
  • Browse for and select one or more organisation units and click ‘Select'
• Contracts of selected contract folder
  • The selection window appears
  • Click ‘Add contract case’
  • Browse for and select one or more contract cases and click ‘Select'
  • The selected contract cases are listed in the window
• For selected contracts
  • The selection window appears
  • Click ‘Add contract’
  • Browse for and select one or more contracts and click ‘Select’
  • The selected contracts are listed in the window

Timed reminders:

Use the pre-defined menu or enter a date to set timed reminders. When you create a reminder, you will have to choose either of the two timing methods (pre-defined menu or date). You may assign several reminders to the same contract.

• Click ‘Timed reminders’
  • Enter the timing in terms of the number of days/weeks/months (select from the menu) before the desired event and select the event from the menu:
    • Before the start of contract period
    • Before the end of contract period
    • Before the start of option period
    • Before the end of option period

You may add as many times as you want.

Reminder date timings:

• Click ‘Add time’
  • Select the reminder date from the calendar view

You may add as many times as you want.

Recipients:

• Person in charge of contract
• Deputy person(s) in charge of contract
• Selected users
  • Click ‘Add user’
  • Browse for and select one or more users and click ‘Select’
  • The selected users are listed in the window
• Email recipients
  • Enter an e-mail address
  • Click the plus icon
  • The entered recipients are listed in the window

Click ‘Save’.

Reminder message

The reminders you set will generate a message that is sent to the recipient’s e-mail address from Cloudia Contract during the night before the reminder time. The reminder message will include a summary of all contract to which a reminder is assigned for that day.

The reminder message will contain a contract description, contract name and identifier and a link to the contract concerned.

Editing a reminder

From the listing, select the reminder you want to edit

• Click ‘Edit’
• The edit functionality allows you to perform the same actions as when creating a new reminder

Deleting a reminder

From the listing, select the reminder you want to delete

• Click ‘Remove’
• Confirm the deletion when prompted: ‘Are you sure you want to remove the selected item?’

Search feature

Use the search feature to search for previously created reminders. Use keywords to narrow down your search.