---
title: Creating an Automated Email Reminder – When a Record is Due (Scheduler)
description: "How to create an Automated Email Reminder for when a record is due ## Accessing Schedules Navigate to **Setup** by selecting the spanner at the bottom left. ![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/SetupMode.webp) Select **Schedules**, ![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Menu.webp) Select the plus icon to create a new schedule, ![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Add-Stub-Option.webp) ##…"
url: "https://support.symbiant.co.uk/kb/creating-a-schedule-record-due-scheduler/"
updated: "2024-04-12"
category: Automated Email Reminders (Time Based)
tags:
  - Add
  - Schedules
---

# Creating an Automated Email Reminder – When a Record is Due (Scheduler)

How to create an Automated Email Reminder for when a record is due

## Accessing Schedules

Navigate to **Setup** by selecting the spanner at the bottom left.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/SetupMode.webp)

Select **Schedules**,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Menu.webp)

Select the plus icon to create a new schedule,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Add-Stub-Option.webp)

## Schedule Details

First name the schedule, the general naming convention is **Module Name - what the schedule is doing - Company Name.**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Risk-Review-Name.webp)

It is recommended to leave the **Start **& **End Dates **the same! (These will be affected by further options)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Start-End-Time.webp)

Select **Active** to ensure the schedule is running once saved.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Active.webp)

## Schedule Recurring

The recurring section of the Schedule is how we define when the schedule shall run,

**(Critical Note:**You must select at least one value for the schedule to run at**)**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Recurring-Options.webp)

### Recurring Example One

As an example, if we wanted the schedule to run on the first day of every month at 8 am,

We would select **01** under 'Day of Month', **08**under 'Hour', and **00** under 'Minute',

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Recurring-Example-One.webp)

### Recurring Example Two

As another example, if we wanted the schedule to run, every Wednesday during September at 10.30 am,

We would select **September **under 'Month', **Wednesday **under 'Day of Week', **10** under 'Hour', and **30 **under 'Minute'.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Recurring-Example-Two.webp)

### Recurring Example Three

Finally, if we want the schedule to run every 30 minutes to be checked over the system for changes,

We select **00 & 30 **under the 'Minute' column.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Recurring-30-Minutes.webp)

## The Function Chain

Below is a chart explaining the flow of the **Function Chain**we will make**,**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule_FN_Chain.webp)

## Adding Interceptors

To add an interceptor navigate to the plus and the top right of the **Function Chain**,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Function-Chain-Access.webp)

## Query

First, we need to add the **query **interceptor, this is where we define our module to use,

Select the **Model** drop down and find the **Module,**

(In this example we will be sending an email to the Risk Admin when a Risk Review is Due)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Query.webp)

Once you have selected the **Module** we need to define criteria for the schedule to check against, if it passes these criteria it will proceed, if it fails it shall stop here,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Module-Selection.webp)

Selecting the **AND **will** **bring up a list of attributes we can use to create our criteria, in our example, we shall be checking if a Risk Review is Due, therefore we select the **Review** attribute,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Query-Risk-Review-1.webp)

Selecting the **Equals** option in orange will bring up additional operator options, for our example, we will stay with **Equals**,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Risk-Due-Query-Operators.webp)

Next, we need to select a date value to compare against, you can select a specific date or select a dynamic date range.

For our example, we shall be selecting **Today**,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Query-Risk-Review-Time-Options.webp)

The schedule shall then read as the following: Schedule continue **where** **Risk Review** **equal to Today,**

If the schedule runs and can't find any Risk Reviews that are equal to Today it will stop here and run at the next assigned time,

### Manager Interceptor

Next, we add a **manager** interceptor, which allows you to select a certain **Role** to send the Email to,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-manager.webp)

**(Note:**Manager interceptor is normally used to send emails to **Module Admins** and **Managers. **Record **owners** and **assignees** don't need a manager interceptor.)

#### Configuring the Manager Interceptor

Next, we need to configure the interceptor, select the data source, what attributes to search for a certain role on, and then the actual role to be sending  the email to,

1. **Data Source: **Interceptors are hierarchical so they consume interceptors above them as you go down the **Function Chain**, as the **manager** is below **query** it will consume it via the **Data Source** option.
2. **Attribute: **This is the field we search on to then find the specific **Role**, this will normally be the **Owners** field, but you can search for a **Role **on any user field.
3. **Role:**This is where we select which role to send our email to. (You can have multiple **manager** interceptors, to send to multiple roles)
   - (**Critical Note:** **Do not** set the **Role**as **ADMIN** instead set it as the module_admin and set any Admin accounts with that role)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Manager-Options.webp)

### Template Interceptor

The template is the critical section of your **Automated Email** where we define the content of the email, set up who the email gets sent to, and any record data we would like to include,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-Blank.webp)

First, we define the last **Data Source** in the **Function Chain,**(In this example that is the manager)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-DS.webp)

Next, we define who the email is from, you can use a user's email, but it is best practice to use the **noreply@symbiant.co.uk**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-From.webp)

#### Setting up who to send to

Next, we set **who **we are sending the email to, this can include;

- Valid Users' names within the system (e.g. John Smith)
- Valid Emails (e.g. johnsmith@gmail.com)
- Coded Emails Senders (e.g. {{<generic/owners}}{{sm.user/email}}{{>generic/owners}} **Sends to the owner of the record**,

Below is an example of multiple ways to select who to email,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-To-Further-Example.webp)

As we are using a **manager **interceptor, and want to send an email to every **Risk Admin **when a Risk Review is due we shall use the below-coded email sender to do this.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-To.webp)

##### Coding Explanation

{{<generic/owners}} - Open tag denoted by "<" we are setting which attribute to search a user on

{{<manager}} - Open tag denoted by "<" we are setting that we are using the manager interceptor to find the role

{{sm.user/email}} - System code to pick out a user accounts email

{{>manager}} - Close tag denoted by ">"

{{>generic/owners}} - Close tag denoted by ">"

##### Adding a Cc

You can also add other users on the **Cc **line by using the same logic as before.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-CC.webp)

#### Adding a Subject

Next, add a subject for your email, this can be whatever you wish,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Risk-Review-Subject.webp)

#### Add Content

Next, add the content of the email, again this can be whatever you choose,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Template-Risk-Review-Content.webp)

#### Adding Record Data

To add record data, select the **Template Patterns** from the top right of the template,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-Patterns.webp)

Select **Text Markers** from the top menu, here you can see attributes that relate to the selected **Module**, simply copy and paste these onto your email,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Template-Attributes.webp)

We now have the reference of the Due Risk in our template, (Shown Below)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Template-Risk-Review-Attribute.webp)

### Adding End Of Message

To ensure the schedule knows when to end an email we need to add **<EOM>** to the schedule, this ensures not all records that fit the schedule's criteria are sent in one long email,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-EOM.webp)

### Adding the Tag-Filter

Next, add the **tag-filter**, which works alongside **tag-record**, to ensure only one email is sent out per event occurring, select the **Template **from the drop-down,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Filter.webp)

### Adding the Email Interceptor

Next, add the **Email **interceptor, select the **Template **and what format to send the email as, either **Plain Text **OR **HTML.**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Email-Type.webp)

### Adding the Tag-Record

Next, add the **tag record**, this works alongside the **tag filter**, to ensure only one email is sent out per event occurring, select the **Template **from the drop-down,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Tag.webp)

### HTML Formatting

If you select to send your email as HTML, you can then use HTML tags to format the email further,

Such as adding line breaks with **<br>**and Bold Text with **<b>**Text**</b>**

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Template-Risk-Review-HTML.webp)

### Adding a Log

Finally, we can add the **Log **interceptor which will store the email in the log viewer, name the **Log Group **to be the **Module **you selected at the beginning and select the template once again.

(**Critical Note:** Ensure there are **NO** spaces between words, instead use a **dash** (-) as shown below)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/05/Trigger-Log.webp)

Once you have completed your schedule, remember to save from the top right.

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Add-New-Save.webp)

## Testing your Schedule

To test your schedule simply select the **play** icon at the top of the function chain to force run,

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Force-Run.webp)

An email should be sent and logged (Accessible from the **log viewer** in **Set-Up**mode).

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Schedule-Risk-Review-Output.webp)