Working with WorkFlows: Automatic Periodic Reminders

August 2018    Tags: Calendar, Outlook Integration, PracticeMaster, WorkFlows

I want a reminder to be shown a week prior to my hearings in addition to the alarm I have set on the record. However, I also want the reminder to synchronize to my Outlook calendar. How can I accomplish this?

PracticeMaster Reminders do not synchronize over to Outlook. However, a WorkFlow can be set up that will automatically create additional calendar records as “reminders” in PracticeMaster when a certain calendar code is used. Because we are creating separate calendar records, they will then synchronize over to Outlook.

To create a WorkFlow that adds additional calendar records based on Calendar Code

1. From the Maintenance menu, select WorkFlows.
2. Select the Calendar file, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Reminder Calendar Records”).
4. In the Source section:
   1. Select the Filtered Records option and click the Filter button.
   2. Select a Field Name of Calendar Code.
   3. Select a Test Condition of equal to.
   4. In the Test Value field, select a Calendar Code of Hearing.
   5. Click the Save button.
5. In the Event section:
   1. For Type, select Record Added and Record Changed.
   2. For Fields, select Selected Field(s).
   3. Click the Select Fields button, select the Due_Date field, and then click the OK button.
6. In the Actions section, click the New button.
   1. Select Create New Record and click Next.
   2. Select the Calendar file and click OK.
   3. Click the Define Template button.
      1. Click the set button next to the Due Date field.
         1. In the Template Expression Editor window, click the Function button.
         2. Select the DATEADD function and click Insert.
         3. Move your cursor between the parentheses and enter ‘-1, “w”,’
         4. Click the Field button, select Due Date, and then click Insert. The following will now be displayed:
            DATEADD(-1, “w”,@SrcRec:Due_Date)
         5. Click OK on the Template Expression Editor window.
      2. Click the set button next to the Description field.
         1. In the Template Expression Editor window, click the Value button and enter the desired text [e.g., “Reminder for Hearing – ” (including the dash and spaces)].
         2. Click OK on the Value window.
         3. Click the Operator button, select Addition, and click Insert.
         4. Click the Field button, select the Description field and click Insert.
         5. Click OK on the Template Expression Editor window.
      3. Click the set button next to the User/Group field.
         1. In the Template Expression Editor window, click the Field button.
         2. Select User ID and click Insert.
         3. Click OK on the Template Expression Editor window.
      4. Press Ctrl-S.
   4. Click Finish.
7. Click Save.

The specified user will now have an automatic reminder set up for one week prior to a record with a Calendar Code of “Hearing”.

For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”