Automated Alert Emails as Task Deadlines Approach
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Chinone Tetsuro
Currently, task deadlines can be set, but there is no reminder feature. To reduce the workload of BIM Managers, having an automated alert function that sends notifications to the responsible parties as deadlines approach would facilitate more efficient task execution.
Clive Jordan
We can design a basic reminder system but I think it could be pretty useful to use the current reporting tools but just adding a new filter for specific tasks based on task dates (like currently in Scope). See image - showing adding a new date filter and scheduling the auto-versioning to collect all tasks within certain dates/deadlines - then setting the auto-versioning to send this report to specific people each week).
Stanley Chia
Stephen Au
Chinone Tetsuro
But it would help if you could share some more detailed thoughts on this one...
- Should only team members or also managers receive alerts (or be selective like in the current Auto-Versioning)?
- How far in advance would you like to receive a reminder before a task deadline? (e.g., 1 day, 3 days, 1 week)
- Does this only affect non-verified tasks?
- How does the status affect these reminders?
- Would you like to receive multiple reminders as a deadline approaches? If yes, at what intervals?
- Would you like to receive a reminder at the start of the task period as well?
- What information would you like to see in the reminder email? (I presume the task name, deadline, task description, remaining time - anything else?)
- Should reminders be sent for all tasks, or would you like the option to activate reminders on a task-by-task basis?
- Should the timing of reminders depend on the task duration? (e.g., longer tasks get earlier reminders)
- How often would you like to receive reminders for a single task? (e.g., daily, only once before the deadline)
- Should there be a different type of reminder (e.g., more urgent) as the deadline gets closer?
-Should the system send a summary of upcoming deadlines(e.g., weekly summary)?
- Who should have the ability to manage and configure these reminders? (e.g., task owner, team lead, everyone)?
- Are there any other features or considerations you think would be important for the reminder system?
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Raz Lavi
I agree with the suggestion, I think it would be a wonderful idea
Stephen Au
Support
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Stanley Chia
If this is implemented, we would use it to indicate deadline for the next untick checklist item in the list, when that item is completed and ticked, the deadline would then be updated for the next item again.
Clive Jordan
Stanley Chia: Hi Stanley, I'm a little unclear - are you proposing to add deadlines for each checklist item? Would these deadlines be linked to the overall task's start and end dates, or are they just due dates for the checklist items? Or, are you suggesting that the overall task deadline should update each time a checklist item is completed? A bit more clarity would be super helpful.
Thanks,
Clive
Clive Jordan
I agree Chinone Tetsuro, this is a very useful feature to notify responsible parties of their deadlines and actions. Could you define the best reminder sequence? We want to avoid sending too many notifications that get ignored. What would be the best reminders? How long before the deadlines? Would there be reminders before the start of tasks? Would it depend on the task duration? Should it be activated on a task-by-task basis? Could you share more about how you envision this working so we can incorporate your ideas into the feature set?