Deadline Alert Flow
AdminSphere ships a scheduled flow, Deadline Alert Scheduled, that runs once a day and emails the people on a service task as its due date approaches. It’s installed inactive, so no alerts go out until you activate it.
What it sends
Section titled “What it sends”Each day the flow looks at service tasks whose Status isn’t Completed or Cancelled, that have a Due Date and an Assigned To user. It sends an email when the due date is exactly:
| Days before the due date | Who gets the email |
|---|---|
| 60 | The Assigned To user |
| 30 | The Assigned To user and the Reviewer, if there is one |
| 7 | The Assigned To user, the Reviewer and the Approver, if they’re set |
Before you start
Section titled “Before you start”- You need the System Administrator profile.
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Go to Setup → Process Automation → Flows.
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In the list, click Deadline Alert Scheduled. It opens in Flow Builder, in a new browser tab. The toolbar shows the flow as Inactive.
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Click Activate. The badge changes to Active, and the button becomes Deactivate.
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Close the Flow Builder tab. You don’t need to change anything in the flow.
How to check it worked
Section titled “How to check it worked”- In Setup → Flows, the Active column is checked for Deadline Alert Scheduled.
- In Setup → Environments → Jobs → Scheduled Jobs, a job named admsphere__Deadline_Alert_Scheduled-1 appears with the type Scheduled Flow and a Next Scheduled Run.
If something goes wrong
Section titled “If something goes wrong”- You can’t find the flow in the list. The list is sorted by flow label. Scroll down to the D’s.
- An alert didn’t arrive. Alerts go out only on the 60th, 30th and 7th day before the due date, and only for open tasks with an Assigned To user. Check the task’s Status, Due Date and people fields.