Configuring Approval Reminders

Ensure timely approvals by setting up automatic reminders for pending approval steps. This guide explains how to configure reminders within Zudello's Automation Sentences.

Best practices

• Set reasonable reminder intervals (e.g., 1-3 days) to avoid overwhelming approvers.
• Use clear step names in your approval flow so users understand which task the reminder refers to.
• Combine reminders with escalations for critical workflows.
• Ensure approvers have email notifications enabled in their profile settings.

Understanding Approval Reminders

Approval reminders automatically send a notification email to the assigned approver(s) if they haven't responded to a specific approval step within a defined timeframe. Reminders are configured individually for each approval step within a Sentence.

• Reminders are only sent for steps that are part of the currently ACTIVE approval milestone.
• Reminders are only sent to users whose response status for that step is still PENDING. Users who have already approved, rejected, or had their approval delegated/escalated will not receive reminders for that step.
• Multiple reminders can be configured for a single step (e.g., remind after 2 days, then again after 4 days).

Configuring in Sentences

Reminders are configured within the "Get Approval" actions in your Sentence.

1. Navigate to Automations: Go to Settings > Automations.
2. Create or Edit Sentence: Start a new Sentence or edit an existing one containing "Get Approval" actions.
3. Locate "Get Approval" Action: Find the specific "Get Approval" action representing the step where you want to add a reminder.
4. Add Reminder:
   • Click the Add Reminder button within the action's configuration options.
   • 
     • Note: The exact UI element might vary slightly.
5. Configure Reminder Timing:
   • Quantity: Enter the number of units (e.g., 2).
   • Unit: Select the time unit (MINUTE, HOUR, DAY).
   • Example: Quantity 2, Unit DAY means the reminder is sent 2 days after the step becomes active.
6. Add More Reminders (Optional): Click Add Reminder again within the same step to configure subsequent reminders (e.g., a second reminder after 4 days).
7. Repeat: Configure reminders for any other relevant approval steps in your Sentence.
8. Save Sentence.

User Experience

If an approver hasn't responded to an approval step within the configured time, they will receive an email notification reminding them of the pending approval request. The content of the reminder email is based on standard notification templates.

Need help?

Contact your organisation administrator or Zudello support for assistance with configuring approval reminders in your Sentences.