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We would like to have a smart rule that runs a workflow when a contract end date changes. In the workflow, we would like to delete the current reminders and create new reminders for X days before the new contract end date. I see that there are workflow steps for Delete Document Reminder and Schedule Document Reminder. The Delete Document Reminder has required parameters for Reminder Date and Reminder Hour. The problem is that I am unable to calculate the prior reminder’s date and hour since the contract end date has now changed. Is there a way to get the all the current document reminders in a workflow? There isn’t a Get Document Reminders workflow step and I don’t see the reminders in the incoming workflow params XML. Alternatively, is there a way to capture the change to Contract End Date and receive something like “old value” and “new value” when the smart rule kicks off the workflow?
CLM - Get current reminders in workflow
+2- Conversation Starter
Best answer by Pawan Gangwani
Hello
Welcome to the DocuSign Community!
There is no way to get the current reminder or something in the workflow though you can set reminder and delete them in same workflow.
As far as you are using smart rule to kick-off the workflow. I can suggest one way around. Save the end date in the attribute then create a one report and one rule to save the report as csv in any folder. then smart rule for when the CSV get saved, kickoff the workflow and in the workflow, you can apply loop to find out the End Date and set the reminder.
Keep me on radar for further assistance.
Thanks! Hope this helps.
+15- Digital Leader
- Answer
Hello
Welcome to the DocuSign Community!
There is no way to get the current reminder or something in the workflow though you can set reminder and delete them in same workflow.
As far as you are using smart rule to kick-off the workflow. I can suggest one way around. Save the end date in the attribute then create a one report and one rule to save the report as csv in any folder. then smart rule for when the CSV get saved, kickoff the workflow and in the workflow, you can apply loop to find out the End Date and set the reminder.
Keep me on radar for further assistance.
Thanks! Hope this helps.
+2- Conversation Starter
Sorry for the late response. Thanks for your input Pawan! We don’t have an issue setting reminders for the new end date. The issue is deleting the reminders for the old end date. The DeleteDocumentReminder workflow step requires that you specify the name, date, and hour of the reminder you are deleting, so I need a way to get those reminders that were set using the old contract end date. When the reminders are initially created, they are calculated using EndDate - 30 days, EndDate - 60 days, and EndDate - 90 days.
Perhaps we could have a nightly batch that exports all contracts along with their end date to CSV, then when an end date changes, pull that contract record from the nightly batch CSV to get the previous end date and delete all the reminders associated with that previous end date. If the contract end date changed more than once in a day, that approach may not work though.
If there was a way to get both the old end date and new end date when the smart rule Change Attribute Fields executes, then we could utilize it in the workflow to calculate the {name, date, hour} of the reminder.
+15- Digital Leader
hello
I do not see any process of getting old reminder which were saved on the old end date or maybe when end date change so reminder as well accordingly. But I will highly suggest raising a support ticket with DS support to get the clear answer on this one.
As far as i am concerned, you can try to test when the end date changes, kickoff the workflow where you get the Document and the (old end date and new one) then delete the reminder of old one and set the new for the new end date.
Sorry for the late response. Thanks for your input Pawan! We don’t have an issue setting reminders for the new end date. The issue is deleting the reminders for the old end date. The DeleteDocumentReminder workflow step requires that you specify the name, date, and hour of the reminder you are deleting, so I need a way to get those reminders that were set using the old contract end date. When the reminders are initially created, they are calculated using EndDate - 30 days, EndDate - 60 days, and EndDate - 90 days.
Perhaps we could have a nightly batch that exports all contracts along with their end date to CSV, then when an end date changes, pull that contract record from the nightly batch CSV to get the previous end date and delete all the reminders associated with that previous end date. If the contract end date changed more than once in a day, that approach may not work though.
If there was a way to get both the old end date and new end date when the smart rule Change Attribute Fields executes, then we could utilize it in the workflow to calculate the {name, date, hour} of the reminder.
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