Sending Reminders from System Activities

David Slavin
David Slavin
Ninth Anniversary Kudos 1 Name Dropper Participant
in Blackbaud Grantmaking™ General Discussions

Hi folks,

I'm looking for some advice on how to achieve a use-case that means we can use the reminder functionality from a system activity record.

We have a two-stage application process. When we generate stage 2 application forms, a system activity is created to record the action.

We allow applicants 120 days to complete their stage two application form and we want to send automated reminders at day 30, 60, 90 and 120. I want to set-up rules based on the system activity when the stage 2 was generated so that emails can be sent on these timescales.

The reminders functionality only works if the activity or requirement does not have a done date populated. By default, system activity records do have a done date and you cannot remove it - either by removing the date or if you try to mark the activity as not done (you receive an error because it's a system, not custom, activity record).

Has anyone achieved what I am trying to above? Does anyone have ideas on how this can be achieved with minimal additional effort?

I realise I can create a custom activity or requirement record on all of the requests and use that from which to remind applicants but I don't want to create additional steps in what is already a complicated process.

Any help greatly appreciated!

David

Comments

  • Kim Hook
    Kim Hook
    Seventh Anniversary Kudos 1 Name Dropper Participant

    Hi @David Slavin

    I haven't tried it with the Sky interface, but you could test an Advanced Search which includes Activity = Done to see if it overrides the normal functionality. (Advanced search is the last option in the area where you define which activities or requirements this reminder is looking for - it is easy to overlook).

    I'll keep my fingers crossed for you.

    Kim

  • Alison Altemus
    Alison Altemus
    Seventh Anniversary Name Dropper Participant Facilitator 1

    @David Slavin I have a similar use case. did you have any luck finding a solution?

  • David Slavin
    David Slavin
    Ninth Anniversary Kudos 1 Name Dropper Participant

    Hi @Kim Hook! Hope you're good :) I tried the advanced search because I needed a search that brought back activities where the request stage 2 pending flag was -1. Sadly, the functionality of the reminders overrides any results you get so even if you run that search from workspace and get results, a reminder won't be issued based on the fact the activity has a done date.

  • David Slavin
    David Slavin
    Ninth Anniversary Kudos 1 Name Dropper Participant

    Hi @Alison Altemus

    Sadly not using the ‘Generate Stage 2’ system activity record.

    Our solution is that we are adding a custom requirement to every request with the same due date as the system activity record and we're building our reminder searches alongside that requirement. It's an added step and means additional records in your activity table but it's a workaround for now.

  • Kim Hook
    Kim Hook
    Seventh Anniversary Kudos 1 Name Dropper Participant

    Hi @David Slavin

    I am good, thanks - hope you are too!

    Thanks for trying my suggestion. It is a real shame it didn't work. Thank goodness you can create Requirements as a batch - at one point in the past you couldn't do that.

    I've voted on the Ideas page for this, I hope other end users vote as well, to get this noticed.

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