Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

Vtiger's One-Click Reminder feature helps you stay on track by letting you set quick reminders for any task or record. With just one click, you can make sure you don’t forget important follow-ups or actions.

Create Reminders on records

You might need to follow up on an email, deal, case, contact, quote, or invoice after a few days. With just a couple of clicks, Vtiger’s reminder feature helps you set a follow-up and notifies you when it’s time.

For example, you just got off the phone with a Contact, and want to follow up in a couple of days. You can set a reminder to get an alert when the day arrives.

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Set up a reminder on records

Set reminders on all modules related to activities. You can easily set a reminder for any record by selecting the clock icon from the More option in the record’s view.

When setting a reminder, you can choose from the following quick options:

• Later at 6 PM – If it’s already past 6 PM, the reminder will be scheduled 2 hours from the current time.
• Tomorrow at 9 AM
• In 2 days
• In 3 days

If these options don't suit your needs, you can also select a custom date and time for the reminder.

Let’s take the Contacts module as an example to see how to set a reminder on a Contact record. 

Follow these steps to set a reminder on a Contact record:

1. Log in to your CRM account.
2. Click the Main Menu.
3. Go to Essentials > Contacts.
4. Select a particular Contact record.
5. In the record view, click on Clock icon from top right corner.
6. Provide Subject and pick a date and time to get reminder.
7. Click on Create Reminder button to Save the reminder.

Reminder Notification

Notifications for record reminders are sent via the following:

1. Notification center
   1. ​​​​​​To get notified via Notification center, this channel has to be enabled for Tasks.
   2. Actions available in Notification center is same for both Tasks with reminder and regular Tasks.
2. Desktop notification
   1. User is reminded 15 mins before the reminder time.
3. Dashboard
   You can follow your reminders even from the Dashboard. To view them, pin the Upcoming Activities widget and History Widget to the Dashboard.
   1. Upcoming Activities: Reminders of different modules are all shown up here according to each user. You can filter the Reminders by Users and Groups available.
   2. History: This gives an update on the reminders based on the recent modifications.

Reminder Actions

Reminder feature allows you with the following actions from the Activity Widget, Task Management, and My Calendar view.

Snooze a Reminder

If you’re not ready to act on your reminder, Snooze them. Follow the below steps to snooze a reminder:

1. Log in to your CRM account.
2. Click the Main Menu.
3. Select a record from any of the module where you want to snooze the reminder.
4. Go to the record’s summary view to snooze a reminder.
5. Under Activities block, hover over the reminder and click on snooze icon and select the time at which you want trigger the reminder.

• You can snooze your reminder only when a reminder is due.
• Alternatively, you can snooze the reminder from Task Manager.

Mark the reminder as completed

Once you have completed the task, you can mark the reminder as completed by clicking the checkbox beside the reminder or task.

Setting Reminders in Inbox

Sales members can set a reminder to follow up on an email assigned to them from Inbox. These predefined follow up intervals enable sales reps to quickly set a reminder and get notified when due.

For example, if you email a customer and want to follow up in two days if they haven’t responded, you can use the new Reminder feature in Conversations. With just one click, Vtiger will remind you by bringing the email back to your Inbox Reminders section after two days.

User Roles that can create Inbox Reminders

Email conversation owner can set a reminder to follow up with the Contact using reminder feature. Any Email conversation with a reminder set is moved from Open to Reminders folder so that it does not clutter the inboxes. On the day of the reminder, the conversation is moved from reminders folder to Open folder.

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Note: Reminder is shared with all the collaborators of a conversation in a mailbox. However, only Email conversation owner can snooze, edit or dismiss a reminder.

Setting a Reminder for an Email Conversation

Follow the below steps to set a Reminder for an email conversation:

1. Log in to your CRM account.
2. Go to Main Menu.
3. Select Inbox.
4. Hover on an Email record, and click on the Reminder icon.
5. From the drop-down either select the time options or pick a date and time for reminder and click Create Reminder.

A user can set a reminder on an email in the Conversation view of related Emails module. For example, view the below image:

A user can reschedule, snooze or dismiss a reminder on an email from any folder. A user can also set a reminder from any of the folders in Inbox - emails marked as done, drafted emails or even sent emails.

Note: Reminder owner is notified via Notification Center and Desktop Notification for example, 15 mins before reminder is due.

Viewing your Reminder Emails

Reminders scheduled for today or that are overdue appear under Reminder section within the Open folder.

Any future reminders (like those set for tomorrow or later) that are marked as done will appear in both the Done folder and the Reminders section. This applies to other folders too, such as Draft and Sent.
 

Reminder Cancellation

A reminder set by the owner gets cancelled when:

• Contact replies to the email.
• The owner of the reminder email replies.
• Other members of the group replies to the email.

The above scenarios are applicable only on overdue reminders and today’s(present day’s) reminders. Once the reminders are cancelled the email conversation is moved from Reminder folder to Open folder.

Note: All the future reminders (tomorrow, 2 days later, etc) will not be cancelled on replying to an Email.

Email Reminder Alerts in Smart Notifications

Administrator can enable Inbox alerts for Inbox users to be notified on any reminders due via Notification center and a daily digest.
Daily digest summarizes all the Emails that were due yesterday (Reminder time set yesterday) and any Emails from Contacts that are not responded yet.

References

• Vtiger Inbox
• Contact Management
• Managing your Tasks