Sending reminders

In this tutorial,  you will learn how to use JungleMail for Office 365 to send reminders for SharePoint Online.

JungleMail for Office 365 can be used to notify users about overdue tasks and approaching meetings and deadlines. In this tutorial,  we will show how you can use JungleMail for Office 365 to create reminders for soon-to-expire contracts.

1. Navigate to the document library in which you store your contracts.

2. Launch JungleMail for Office 365.

3. Select your contract list as the recipient source for your campaign.4. Now, for the Recipients column, you will need to select the column that contains people that are responsible for that contract. This could be the person who has created the contract, or this might be different for every contract. In this example, each contract is managed by a different person and the Responsible for Contract is a single line of text column that contains the email address of the responsible person.

5. You can now move on the template step. Choose an existing template or create one from scratch. In the example, we are going to use an existing template.

6. Once you have opened your existing or new template select the section that you want to enter the conditions for your reminder in. In the selected section, navigate to the Dynamic tab on the right and switch the Enable SharePoint content switch to On. Then, select content extraction method of Dynamic.7. Select the library you want to set the reminder for. In the example, it is the Contracts library. Now you will be able to set the conditions for your reminder.

8. You will have to set the time frame for when you want to be reminded. In this example, we have chosen that we want to be notified 15 days before a contract is about to expire. So we set the conditions:

     Column  |  Operator  |  Value type  |  Value

Expiration date  |  is less than  |  formula  | Today+15

Expiration date  |  is greater than  |  formula  |  Today+1 (to make sure we do not get a reminder for contracts that have already expired)

Responsible for  |  is equal to  |  column  |  Email

Finally, you will also have to list the column that names the person responsible for the contract so that they will receive the email. In our case it is the Email column. It is a Person/Group type of column where it is displaying the work email of the person responsible instead of the full name. 9. Make sure that Sending conditions button is set to On and that Do not send email of result is empty checkbox is selected. This will prevent sending empty emails. 

10. You can also add a text to your email that is specific to the contracts and the recipients. Insert a text block, type out the text you want displayed to the recipient and populate it with the placeholders of SharePoint column data using the { Columns & Links } button. If you are not sure which columns you need you can always check in the library in SharePoint.

The finished template:11. Move on to the Preview step and check if your Dynamic Section works. In the image below you can see what our example looks like in the Preview step.

12. Now, set it to be a recurrent campaign in the Settings/Send step and run this daily, and if there are any expiring contracts, the person responsible will get a reminder.

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