Reminders Overview Two types of reminders are available in OU Campus: scheduled and stale. Reminders can be set on pages and binary files. Reminder notifications can be sent to a user or a group, and can be sent periodically or on a one-time basis. All user levels can set reminders for content to which they have access, and they have the ability to send the reminder notification to themselves or a group to which they belong (except for the Everyone group). Level 9 and 10 administrators can send a reminder to themselves or to any group. A scheduled reminder is used when there is a specific date and time when the reminder message must be sent. An example of a page type that might use a scheduled reminder is a tuition page. If the tuition is updated on a yearly schedule, a reminder may be set for a week prior to the tuition change and set to repeat on a yearly basis, if necessary. A stale reminder is used to make sure that content on a page is being updated periodically. It is important that users understand how the timer is reset for stale reminders. When a version of a page is created or published, regardless of the type of publish (e.g., page publish, directory publish, site publish, asset update publish, Dependency Manager publish, or revert) the last published date and time is reset and the timer on the stale reminder starts over. In other words, a stale reminder notification is sent based on the date/time stamp of the last publish or version creation, rather than based on a specific calendar date. Scheduled and stale reminders can be set from the Pages list view or the Page Actions toolbar (via Properties > Reminders). Both reminder types can be associated with the same page at one time. A reminder can be set even if the content is checked out to another user. Once a reminder has been set, the Reminder icon is shown in blue on the Edit menu under Options in the Pages list view. Set reminders are also shown on the Scheduled Actions report. Creating a Scheduled Reminder The following example makes use of a PCF, but a reminder for a binary file can be set in a similar fashion. To create a scheduled reminder for a file: 1. Navigate to the Pages list view. 2. In the file row, hover over Edit and choose Reminders from the drop-down menu. OU Campus Reminders Page 1 of 8
This shows the Reminders modal where both a scheduled or stale reminder can be set. OU Campus Reminders Page 2 of 8
3. Select the checkbox next to Set Scheduled Reminder. 4. Select the Date for the reminder to begin. Click inside the date field or on the calendar icon for a date picker from which the date may be selected. The date may also be entered manually. 5. Select the Time for the reminder. Clicking inside the field or on the clock icon will bring up the time chooser. Click the arrows to choose hour, minute, and AM or PM as necessary, or enter the time in the field manually. OU Campus Reminders Page 3 of 8
6. Use the Repeat Every field to create repeating reminders. Add a number in the field and then select the frequency from the drop-down menu. 7. In the Notification section of the modal, select a group to which the reminder will be sent (alternatively, choose (Myself) to send the message to yourself only), enter in the Subject and Message of the reminder, and select whether a copy of the reminder should be sent to each user's external email in addition to their Inbox in OU Campus. OU Campus Reminders Page 4 of 8
8. Click Save. Creating a Stale Reminder A stale reminder is triggered when a page has not been updated for a set amount of time. Simply select the time period, add a message and recipient, and choose whether recipients will also receive an email to their external email accounts when a page becomes stale. To schedule a stale reminder: 1. Navigate to the Pages list view. 2. In the file row, hover over Edit and choose Reminders from the drop-down menu. This shows the Reminders modal where both a scheduled or stale reminder can be set. OU Campus Reminders Page 5 of 8
3. Click the Stale Reminder tab and select the Set Stale Reminder checkbox. OU Campus Reminders Page 6 of 8
4. The Last Published date and time is displayed. 5. In the Stale After field, enter a number and select the period of time to define the stale interval from the drop-down menu. 6. In the Notification section of the modal, select a group to which the reminder will be sent (alternatively, choose (Myself) to send the message to yourself only), enter in the Subject and Message of the reminder, and select whether a copy of the reminder should be sent to each user's external email in addition to their Inbox in OU Campus. 7. Click Save. NOTE: The stale page reminder checks from the last published date and time, not the date and time at which the stale reminder was set. After a stale reminder has been sent, the reminder will continue to send until the page has been published again. The length of time between the first reminder and subsequent ones depends on the length of the stale reminder itself: for example, if the page is set to be stale after one week, OU Campus will send a stale reminder every week after the initial reminder until the page is published. If the page is set to be stale every two months, OU Campus will send a reminder every two months after the initial reminder. Editing a Reminder Once a reminder has been created, the details can be modified at any time by clicking on Reminders in the Edit menu of the item. Reminders can also be deactivated at any time. To deactivate a reminder: 1. Navigate to the Pages list view. 2. Hover over the item row in the list view, and from the Edit menu, select Reminders. 3. Clear the checkbox for Set Scheduled Reminder or Set Stale Reminder to remove that reminder from the page. 4. Click Save Changes. OU Campus Reminders Page 7 of 8
Binary Files Reminders on binary files function the same way that reminders on pages do, and are accessed the same way. OU Campus Reminders Page 8 of 8