Several common scenarios have been described here in order to aid you in setting
up SharePoint Reminder to your requirements.
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This is probably the most common use of SharePoint Reminder.
The team controls its work by using a SharePoint Task List. Tasks are
assigned to a staff member for completion and have a due date.
2 SharePoint Reminder's will be setup, the first to remind the staff
member assigned to complete the task when it is due within the next 3 days.
The second will warn the staff member and CC the team leader when a task
becomes overdue.
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The company's IT Helpdesk use a SharePoint Issues list to issue 'Tickets'
in order to track and control progress. The tickets are not set a Due Date
- it is up to the Helpdesk staff to attend to them in the most appropriate
order.
The Helpdesk team leader wants to setup SharePoint Reminder to send an
email to her and the helpdesk team for any High Priority Ticket that is
open. A new email should be sent every hour, assuring that open tickets
do not get overlooked.
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Setup Reminder to watch a Calendar in your teams site remind everyone
of important events like timesheets, expenses claims, quarterly sales
reports and other important tasks.
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SharePoint's built in Alert Me feature has several shortcomings such as
poor control over the recipient of the email alerts, not being able to filter
the type of records that cause emails to be sent out and being unable to
change the content of the email.
This example demonstrates how you can use SharePoint Reminder to overcome
these limitations and send out emails for new and updated items in a list.
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You can use a SharePoint List for simple workflow, listing the different
states of a record as it goes through a business process such as submitting,
approving and paying an expenses claim.
We can use SharePoint Reminder to send out email alerts to the appropriate
person when a record changes state in order to drive the item through our
business processes.
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Some of our equipment needs to be regularly calibrated. We want to use
SharePoint to control this, send email reminders and keep a history of all
calibration for compliance purposes.
This example demonstrates using the Issues List template to ensure that
you have a history of modifications to a record and also demonstrates the
use of formula in Views.
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SharePoint's built in Alert Me feature has several limitations. It can't
(out of the box) be setup to alert all users, or all email addresses in
a particular list or include fields from your list. In this example we are
going to use SharePoint Reminder to send out an email alert to everyone
in our Contacts list when a new announcement is made.
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If you have document libraries that require check out before editing then you've
undoubtedly been faced with the situation where documents have been checked out and forgotten about - blocking other users from editing the document. Reminder allows you to send email alerts after a period of time to ensure checked out documents are not forgotten about.
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