Send Email Reminders for Open Evaluation Tasks: Create and Manage an Email Rule

Individuals with the MANAGE EVAL user right can use the Send Email Reminders feature in TES® to send reminder notifications to evaluators who still need to complete evaluation tasks. This article overviews the process for creating a rule to schedule email reminders. Scheduling email reminders ensures that individuals with open evaluation tasks over a certain age receive an alert each week, eliminating the need for (and saving time in) sending manual communications.

Users can send email reminders in one of two ways:

1. On a weekly schedule via an email rule.
2. Manually to selected individuals.

To create an email rule:

1. Go to the Track menu.
2. Select Send Email Reminders.

Users will see a list of individuals with open evaluation tasks and the number of incomplete tasks assigned to each. In the example below, Arnold, M, the Accounting Chair, has 14 open evaluation tasks. Filters help narrow the list based on institution name, evaluation age, or both.

3. Select Email Rule.

The EMAIL REMINDER RULE pop-up will appear.

Guidelines

Institutions can create one email reminder rule based on the number of days since evaluation tasks were created. Users turn the rule on and off (default setting) via the Email Reminder Rule toggle. When on, email reminders are sent every Monday at 8:00 a.m. (PST) to any evaluator assigned evaluation tasks meeting the established criterion.

The following text will appear in the pop-up if the institution has already created an email rule. Proceed to Edit an Existing Rule for further instructions.

Create a Rule

To create a rule:

1. Select an Evaluation Age from the drop-down.
   • Evaluation age determines the email recipients.
     • Selecting > 10 DAYS would send email reminders to users assigned open evaluation tasks created over ten days ago.
   • Choose from: >2 DAYS,  >5 DAYS, >10 DAYS, >15 DAYS, >20 DAYS, >30 DAYS, >60 DAYS, >90 DAYS.
2. Review the sample of the scheduled email sent on behalf of the rule creator.
   • Enter up to 2,048 characters into the box below if additional text is needed.

The Send me a summary checkbox is marked by default. The rule creator will receive details of the emails unless removed.

3. Select Create.
4. Toggle the On button to the right of Email Reminder Rules to schedule the alerts.

Summary Email

Below is an example of a summary email the rule creator can choose to receive:

Edit an Existing Rule

As noted above, institutions can create one email reminder rule. If the institution has created a rule, a user will see the following text within the pop-up.

To update the rule:

1. Verify whether the Email Reminder Rule setting is On or Off.
   • If on, any saved changes to the rule will be automatically sent every Monday at 8:00 a.m. (PST).
   • Toggle the Off button to turn automatic email reminders off as a precaution until changes are complete.
2. Adjust the selections/text within Evaluation Age.
   • Evaluation age determines the email recipients.
     • Selecting > 10 DAYS would send email reminders to users assigned open evaluation tasks created over ten days ago.
   • Choose from: >2 DAYS,  >5 DAYS, >10 DAYS, >15 DAYS, >20 DAYS, >30 DAYS, >60 DAYS, >90 DAYS.
3. Add or remove optional text.

4. Review whether the Send me a summary checkbox is marked.
   • This setting defaults to the choice of the previous rule creator. To receive details of the emails sent, ensure this box is marked.
5. Select Create to save the changes to the rule.
6. Toggle the On button to the right of Email Reminder Rules to reschedule alerts.

The updated rule will go into effect on Monday at 8:00 a.m. (PST). Emails are sent on behalf of the user who edited the rule.