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InterAction® Administrator Answer Center

Managing Reminder Users

  • Updated

You can configure reminder settings for a group of users or on a user-by-user basis. You set general defaults and settings for reminder users in the Reminder Users dialog box. The following table summarizes the settings that display in this box.

The Reminder Users dialog box displays the settings specified in the Default Reminder Settings dialog box when the user was created or the database was upgraded. See Setting Default Reminder Settings for more information.

Reminder Users Settings

Field or Column Description
Apply Settings to Marked Users
Action

Specifies the action that is performed on all marked users. The options are:
Users (dependent on the filter)
√ Displays a check when a user is marked.
Reminder Icon (blank column) Displays when reminders are enabled for the user.
Name The name of a user (last, first) who fits the criteria by which you chose to filter.
Set The name of the reminder set that includes the user.
Email Type The type of email message the user is set to receive: either HTML or text.
Delivery Settings The frequency the reminder messages are delivered: either daily on weekdays or weekly on any day from Monday through Friday.
Report The report delivered to the user: either a specific report or the report chooser displays.
Default The initial settings for new reminders in an incremental number of weeks or months.
Manager

Yes or Blank

If Yes, the user is designated a Client Team Manager and can create reminders for other users. If blank, the user is not considered a Client Team Manager and cannot create reminders for other users.
Inactive

Inactive or Blank

If Inactive, the user is not an active user. If blank, the user is active.

Reminder Users Dialog Box

Filtering Users

You can choose the Filter button on the Reminder Users dialog box to change which users display.

To Do This
Only display users with reminders enabled Select Users with access to the reminder feature, then choose OK.
Only display users with reminders disabled Select Users without access to the reminder feature, then choose OK.
Display all users Select All users, then choose OK.
Display inactive users Select any of the above options and also select the Include inactive user accounts check box, then choose OK.

What Happens with Inactive Users?

The Reminder Harvester process does not process reminders for inactive user accounts. However, you should disable the reminder feature for users who leave your organization after you set them as inactive InterAction users.

Setting Default Reminder Settings

Before enabling the Reminder feature for users, configure the general settings for new InterAction users. For more information on enabling the Reminder feature for users, see Enable Reminder Feature.

You can override these defaults for individual users on the Edit User Account or Edit Reminder Settings - <User Name> dialog boxes in InterAction Administrator. For more information, see Editing Reminder Settings for Individual Users. You can also change these default settings for multiple users by using the Actions drop-down list on the Reminder Users dialog box in InterAction Administrator.

Default Reminder Settings

Field Description
Select the settings used when creating new users or enabling reminders for users.  
Can create reminders and receive reminder messages Indicates the users’ ability to view the Reminders feature in InterAction, create reminders, and receive reminder messages
Reminder Set

Specifies the reminder set for users

The drop-down lists contains all reminder sets defined in InterAction. For more information on how to configure reminder sets, see Managing Reminder Sets.
Email Format  
Select the display format for reminder messages Determines the format of email messages the user is set to receive: either HTML or text.
Delivery Options  
Deliver

The frequency the reminder messages are delivered. The options are:

  • Daily on Weekdays
  • Weekly on any Weekday
Report

The reports delivered to the user. The options are:

  • The report chooser displays to the user
  • A specific report selected from the report chooser
New Reminders  
Repeat every The initial frequency for new reminders in an increment of 1-12 weeks or months.

Default Reminder Settings Dialog Box

Configure Default Reminder Settings

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Defaults button to open the Default Reminder Settings for New InterAction Users dialog box.
  4. Set the default reminder settings for new users and choose OK. See Default Reminder Settings for more information on these fields.

Enable Reminder Feature

The Reminder feature is not initially available to users with a new installation or upon an upgrade of InterAction. This lets you roll out the feature to users over time. Until reminders are enabled for them, users will not know the feature exists or see any reminders options.

You use the Reminder Users dialog box in InterAction Administrator to enable reminders for users.

Enable Reminder Feature for Marked Users

Enable Reminders for Users

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.

  3. If reminders are not enabled for any users, a warning message displays; choose OK.

  4. Choose the Filter button to change which users display. For more information, see Filtering Users.
  5. Mark all the users you want to have reminders enabled.

  6. Select Enable Reminder Feature from the Action drop-down menu and choose Apply.

    The Reminder icon, which indicates that the user now has the reminder feature enabled, displays next to each marked user.

Change Delivery Settings

The default delivery setting for reminders is configured in the Default Reminder Settings dialog box.

You can change the delivery settings for marked users on the Reminder Users dialog box in InterAction Administrator.

What is the Difference Between Daily and Weekly Deliveries?

Reminder messages are only delivered on weekdays, either daily or weekly. However, users can still schedule reminders for Saturday or Sunday.

If users choose a daily delivery, they receive their messages for Monday through Thursday on that respective day. On Friday, they receive their Friday, Saturday, and Sunday reminder messages.

If users choose a weekly delivery, they receive their reminder messages for the day they specify plus the next six days. For example, if they choose a Monday weekly delivery, they will receive any messages for Monday through Sunday on Monday.

Change Delivery Settings for Marked Users

Changing Delivery Settings

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display. For more information, see Filtering Users.
  4. Mark all the users whose delivery settings you want to change.
  5. Select Change Delivery Settings from the Action drop-down menu.

  6. Select a Deliver option.

    To Do This
    Have reminder messages delivered every day Monday through Friday, with weekend messages delivered on Friday Select Daily on Weekdays.
    Have reminder messages delivered once a week on a particular week day Select Weekly on and select the specific weekday you want the messages delivered.

  7. Choose Apply.

    The Delivery Settings column reflects the change for all marked users.

Change Email Format

The default email format for reminders is configured in the Default Reminder Settings dialog box.

You can change the email format of reminder messages for marked users on the Reminder Users dialog box in InterAction Administrator.

Change Email Format for Marked Users

Why Choose Text Instead of HTML?

The reminder preference for whether reminder messages are formatted in HTML or text is set for all reminder messages for a user, not on an individual reminder basis. You might choose to have reminder messages delivered in text instead of HTML if you retrieve your email messages on a PDA or from email clients that have limitations displaying HTML.

However, if you choose HTML, reminder messages are multipart/alternative Multipurpose Internet Mail Extensions (MIME) messages. This means the same content is provided in both:

  • Plain text (text/plain) - for mail clients that cannot view HTML
  • HTML (text/HTML) - to allow use of formatting and hyperlinks

Reminder messages formatted as text can include all the same information as those formatted in HTML. There are a few differences with how you can use this information, though:

  • In text messages, the contact’s name and email address are standard text - in HTML, the contact’s name and email address are links.
  • In text messages, contact details, viewing a report, receiving the report as an attachment, editing the reminder, and adding an activity are presented as URLs - in HTML, these are links.

Changing Email Format Settings

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display, if necessary. For more information, see Filtering Users.
  4. Mark all the users whose email format you want to change.
  5. Select Change E-Mail Format from the Action drop-down menu.

  6. Select the HTML or Text option and choose Apply.

    For more information on these options, see Why Choose Text Instead of HTML?

    The E-Mail Type column reflects the change for all marked users.

Change New Reminder Frequency Default

The default frequency for new reminders is configured in the Default Reminder Settings dialog box.

You can change the default frequency of new reminders for marked users on the Reminder Users dialog box in InterAction Administrator.

Change New Reminder Frequency Default for Marked Users

Changing the Default Frequency of New Reminders

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display, if necessary. For more information, see Filtering Users.
  4. Mark all the users whose default frequency you want to change.
  5. Select Change New Reminder Frequency Default from the Action drop-down menu.
  6. Select a numerical value (from 1-12) for the default frequency of new reminders.

  7. Select either Month(s) or Week(s) as a measure of time and choose Apply.

    The Default column reflects the change for all marked users.

Change Reminder Set

The default reminder set for reminders is configured in the Default Reminder Settings dialog box.

You can change the reminder set for marked users on the Reminder Users dialog box in InterAction Administrator.

Change Reminder Set for Marked Users

Changing Reminder Sets

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display. For more information, see Filtering Users.
  4. Mark all the users whose reminder set you want to change.
  5. Select Change Reminder Set from the Action drop-down menu.

  6. Select a new reminder set from all available sets in the Reminder Set drop-down list and choose Apply.

    For more information on adding a new reminder set, see “Adding/Editing/Deleting Reminder Sets” in Managing Reminder Sets.

    The Set column reflects the change for all marked users.

Change Report

The default report launched from the View Report link in HTML reminder messages or the View the Report URL in text reminder messages is configured in the Default Reminder Settings dialog box.

You can change this report for marked users on the Reminder Users dialog box in InterAction Administrator.

Change Report for Marked Users

Changing Report Settings

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display. For more information, see Filtering Users.
  4. Mark all the users whose report you want to change.
  5. Select Change Report from the Action drop-down list.

  6. Select a Report setting.

    To Do This
    Let users choose the report they want displayed from the report chooser when they set up a reminder Select Show the report chooser.
    Have a specific report display

    Select Use the selected report and choose Find.

    Select the report you want displayed from the reports included in the report chooser.

  7. Choose Apply.

    The Report column reflects the change for all marked users.

Disable Reminder Feature

You can disable reminders for marked users on the Reminder Users dialog box in InterAction Administrator.

When you disable reminders for users, none of their other reminder settings are affected. For example, if a user is configured to receive reminder messages in the Text format and can create reminders for other users, those settings are unchanged; the feature as a whole is just disabled for that user. If you choose to re-enable reminders for that user, messages will still be delivered as Text and the user will be able to create reminders for other users.

Disable Reminder Feature

Disabling the Reminder Feature

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display, if necessary. For more information, see Filtering Users.
  4. Mark all the users for whom you want to disable reminders.

  5. Select Disable Reminder Feature from the Action drop-down menu and choose Apply.

    The Reminder icon, which indicates that the user has the reminder feature enabled, is removed from each marked user.

Enable Option to Set Reminders for Other Users

You can make certain users Client Team Managers by enabling the option to set reminders for other users from the Reminder Users dialog box in InterAction Administrator.

Enable the Option to Set Reminders for Other Users

Enabling the Option to Set Reminders for Other Users

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display, if necessary. For more information, see Filtering Users.
  4. Mark all the users for whom you want to enable the option to set reminders for other users.

  5. Select Enable Option to Set Reminders for Other Users from the Action drop-down menu and choose Apply.

    The Manager column displays Yes for all marked users.

Hide Option to Set Reminders for Other Users

You can hide the option to set reminders for other users from the Reminder Users dialog box in InterAction Administrator.

Hide Option to Set Reminders for Other Users

Hide the Option to Set Reminders for Other Users

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display, if necessary. For more information, see Filtering Users.
  4. Mark all the users for whom you want to hide the option to set reminders for other users.

  5. Select Hide option to set reminders for other users from the Action drop-down menu and choose Apply.

    The Manager column is now blank for all marked users.

Editing Reminder Settings for Individual Users

You can also set preferences for individual users from InterAction Administrator. These include the same settings users can configure for themselves from any InterAction clients.

[A] Windows Client and PIMs - the Actions menu button from My Reminders

[B] Web Client - the Reminder Preferences link in My InterAction

[C] Windows Client - on the Tool > Options menu, the Preferences button on the Preferences tab

[D] Microsoft Outlook - on the Tool > Options menu, the Preferences button on the InterAction tab

Edit Reminder Settings for Individual Users

  1. On the main window of InterAction Administrator, double-click Reminders.
  2. Choose the Users button to open the Reminder Users dialog box.
  3. Choose the Filter button to change which users display, if necessary. For more information, see Filtering Users.
  4. Highlight the user you want to edit the settings for in the list of users.
  5. Choose the Edit button.
  6. Configure the user’s settings and choose OK.

Edit Reminder Settings When Managing an Individual User

  1. On the main window of InterAction Administrator, double-click User Account and Group Configuration.
  2. Choose the User Accounts button to open the Manage User dialog box.
  3. Choose the Filter button to change which users display, if necessary.
  4. Highlight the user you want to edit the settings for in the list of users.
  5. Choose the Edit button.
  6. Choose the Reminder Settings tab.
  7. Configure the user’s settings and choose OK.