Reminder sets are collections of users that are used to manage reminder harvest and delivery processes across distributed or large environments. Each reminder set consists of:
- Name
- Sent From email address
- Reply To email address
- Members - users included in the set
- Number of processes that include the set
These sets are designed to be used geographically or by time zone so reminder messages are delivered on a timely basis. You can also set reminder sets according to groups, offices, or any other configuration that works for your organization.
When Should Reminders Be Harvested and Delivered?
In most cases, users want reminders delivered overnight so they are in their email inbox when they arrive in the morning. So, if you are located in New York but your organization has an office in Tokyo, you should set up the Reminder Harvester process for the Tokyo reminder set to run at 2 AM in Tokyo instead of 2 AM in New York.
It is extremely unlikely that reminders will affect system performance, but if you have a very large organization and are concerned about performance, you can use reminder sets for performance load balancing.
General Settings for Reminder Sets
Each reminder set needs to be configured to be harvested once every day to ensure all reminders are harvested and delivered at the right time.
Reminder Set Fields and Columns
| Field or Column | Description |
|---|---|
| Apply Settings to Marked Users | |
| Action |
Specifies the action that will be performed on all marked users. The options are: |
| Sent From field | This field determines what email address is displayed as the address reminder messages are sent from. The values for the Sent From and Reply To fields are normally the same. |
| Reply to field | This field determines what address is displayed as the email address if reminder users reply to a reminder message. The values for the Sent From and Reply To fields are normally the same. |
| Columns | |
| √ | Displays a check when a set is marked. |
| Set Name | Provides the name of the reminder set. Make this name as meaningful as possible, for example, New York or Eastern Seaboard. |
| Sent From column | The email address that displays for where the reminder message is sent from. |
| Reply To column | The email address used as the Reply To address on reminder messages. |
| Users | The number of users in the reminder set. |
| Processes | The number of active processes involving this reminder set, including processes where the reminder set is named directly and processes specified for “All” sets. |
Email Addresses
Reminder sets use the same email address for each user in the set for the Sent From address and the Reply To address.
The Sent From field determines what email address is displayed as the address reminder messages are sent from. The Reply To field determines what address is used as the email address if reminder users reply to reminder messages. The values for the Sent From and Reply To fields are typically the same.
There are two different ways to configure these email addresses:
- Using the system default e-mail addresses
- Using specific e-mail addresses
Use System Default Email Addresses
It is strongly recommended that you use the email address of a monitored inbox for the Reply To addresses.
You specify system default email addresses on the Configuration > Messaging tab. If you have not configured system default email addresses, the Sent From and Reply To fields are blank. For more information, see “Configure the Email Messaging Settings” in the Administering InterAction guide.
Use Specific Email Addresses
It is strongly recommended that you use the email address of a monitored inbox for both the Sent From and the Reply To addresses.
Use the email address of the administrator who handles all users in an office or reminder set if your organization distributes reminders by location. This lets the administrator handle issues for all users within a set.
For specific email addresses, the Sent From and Reply To fields are initially blank. Enter the email addresses you want to use as the Sent From and the Reply To addresses on reminder messages for a marked reminder set.
Adding/Editing/Deleting Reminder Sets
You need to manage reminder sets based on how your organization grows or changes. For example, if you open a new office, create a new reminder set to handle reminders for users in that office.
There are some rules regarding deleting reminder sets.
Users must be in one and only one set.
Rules for Deleting Reminder Sets
You cannot delete a reminder set under the following conditions:
- It is the only existing reminder set - there must be at least one reminder set available.
- At least one user (active or inactive) is included in the reminder set.
- The set is defined as the default reminder set for new users.
- It is the only set specified for any Reminder Harvester processes.
If these conditions do not apply to the reminder set you want to delete, see Delete a Reminder Set.
Add a Reminder Set
- On the main window of InterAction Administrator, double-click Reminders.
- Choose the Sets button to open the Reminder Sets dialog box.
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Choose the Add button to open the New Reminder Set dialog box.
- Enter a meaningful name for the reminder set in the Name text box, for example, Chicago or Midwest.
- Select whether to use the default system email addresses or to specify addresses for the Sent From and Reply To email addresses. These fields cannot remain blank.
- Choose OK when you are done.
Edit a Reminder Set
- On the main window of InterAction Administrator, double-click Reminders.
- Choose the Sets button to open the Reminder Sets dialog box.
- Choose the Edit button to open the Edit Reminder Set dialog box.
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On the General tab, edit the name of the reminder set and the Sent From and Reply To email addresses as necessary.
- If you want to revert back to the initial settings, choose Undo.
- Choose Save when you are done with this tab.
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Choose the Processes tab to view all active processes that include this reminder set or all sets.
- If you need to create a new process or edit an existing process, choose View All Processes to open the Manage Process Schedule dialog box. For more information, see the Administering InterAction guide.
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Choose the Members tab to view the users on a reminder set.
Only the users that display the Reminder icon have reminders enabled.
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Choose Add to open the Select Users dialog box and include new users in the reminder set.
To Do This Filter the users displayed Select a group from the Filter drop-down list. Show/Hide inactive users Choose the Show Inactive Users or Hide Inactive Users link. Select the users you want to add to the reminder set Mark the users you want to include in the set. Complete the dialog box Choose OK. -
Select a user and choose Edit to change that user’s reminder settings.
For more information on these settings, see “Default Reminder Settings” in Managing Reminder Users.
- Choose Close when you are finished editing the reminder set.
Delete a Reminder Set
- On the main window of InterAction Administrator, double-click Reminders.
- Choose the Sets button to open the Reminder Sets dialog box.
- Select the reminder set you want to delete and choose the Delete button.
For more information regarding the rules for deleting a reminder set, see Rules for Deleting Reminder Sets.