Task reminder templates in Dalux can create a customized front page for task reminders. Multiple task reminder templates can be created and used. This means templates can be created for different types of reminders or stages in the project. Task reminder templates are created from placeholder tags for various auto-generated data from the project and free-text fields.
How to set up a task reminder template
User rights
Setup for task reminder templates needs to be done by a project or Field administrator. Task reminder templates can be activated in:
Settings
Add features
'Task reminder templates'
Activate.
To start creating or editing task reminder templates go to
Settings
Field
'Task reminder templates' in the tasks feature card:
This opens a new window, where task reminder templates can be created and managed. To create a new task reminder template on the project, click Add. New templates can be created or imported from the company profile. To get started with a new template click 'Create new'.
Subject, report type, and placeholders
A task reminder template needs to have a 'Subject'. This is the template name that will appear when selecting a template to use for task reminders. The subject is also used for the file name of the report.
There are three report types of task reminder templates:
- Task report - Includes each task as a separate task report (Max. 10 tasks per report)
- Status report - Includes the tasks in a status report overview (Max. 50 tasks per report)
- No report - Includes only the front page generated from the task reminder templates
In all cases, the tasks selected for a reminder will appear in the email sent to the recipient. When using task reminder templates, you can only send to one recipient at a time.
The blue placeholders on the right of the window can be added to the template by clicking them.
Below is a table explaining the different placeholders. All the data in the placeholders are gathered from Dalux.
| Placeholder name | Tag used in Dalux | Explanation |
| Number | {NO} | Shows the prefix and number of the selected task(s) in a line with each task no. separated by a comma. |
| Titles | {TITLES} | Shows the title(s) from the task(s) in a line with each title separated by a comma |
| Deadline table | {TASK_TABLE} |
Creates a task table, containing columns for the 'Type' of task, the 'No.', 'Subject', 'Room'. The table also includes deadline information and when the last reminder was sent. |
| Project name | {PROJECT_NAME} | Writes the name of the project |
| Project logo | {PROJECT_LOGO} | Adds a small thumbnail of the project logo |
| Project photo | {PROJECT_PHOTO} | Adds a small thumbnail of the project photo |
| Company logo | {COMPANY_LOGO} | Adds a small thumbnail of the company logo (from the company profile) |
| Sent date | {SENT_DATE} | Writes the date and time the reminder was sent in month-day-year-time (e.g. September 12 2023, 11:00 AM) |
| Previous task reminder sent date | {PREV_REMINDER_SENT_DATE} | Writes the last date and time the reminder was last sent, in month-day-year-time (12-hour clock) (e.g. September 12 2023, 11:00 AM) |
| Sender signature | {SENDER_SIGNATURE} | Writes the name of the person sending the reminder |
| Sender phone number | {SENDER_PHONE} | Writes the phone number of the person sending the reminder |
| Sender work title | {SENDER_WORK_TITLE} | Writes the title of the person sending the reminder |
| Sender company title | {SENDER_COMPANY_NAME} | Writes the company name of the person sending the reminder |
| Sender company address | {SENDER_COMPANY_ADDRESS} | Writes the address for the company of the person sending the reminder |
| Recipient name | {RECIPIENT_NAME} | Writes the name of the person receiving the task reminder report |
| Recipient phone number | {RECIPIENT_PHONE} | Writes the phone number of the person receiving the task reminder report |
| Recipient work title | {RECIPIENT_WORK_TITLE} | Writes the title of the person receiving the task reminder report |
| Recipient company name | {RECIPIENT_COMPANY_NAME} | Writes the company name of the person receiving the task reminder report |
| Recipient company address | {RECIPIENT_COMPANY_ADDRESS} | Writes the address for the company of the person receiving the reminder |
| Contract name | {CONTRACT_NAME} | Writes the name of the contract associated with the work package the person receiving the task reminder is in (See below how to work with contracts) |
| Contract date | {CONTRACT_DATE} | Writes the date of the contract associated with the work package the person receiving the task reminder is in (see below how to work with contracts) |
Creating contracts for task reminder templates
Note
Contracts needs to be activated in the company profile, before it can be used on projects.
This can be done in:
Standardization
Libraries
'Field library'
'Task reminder template'
Contracts can be activated on projects by going to
Settings
Field
Add features
'Contracts'
Activate.
A 'Contracts' feature card will then appear in the settings. To add or edit contracts on the project, click 'Contracts'. From here, contracts can then be added, edited, or deleted.
Create a new contract by clicking Add. The contract requires a name and a date. If needed, a work package can be associated.
When creating task reminder templates, if you use the contract placeholders, the contract name and date will only be displayed under two conditions.
- Firstly, a work package must be linked to a contract.
- Secondly, the recipient must be part of the same work package as the linked contract.
Note that each work package can only be associated with one contract, but one contract can have multiple work packages.
Example of a task reminder template
Below is an example of a task reminder template in Dalux.
How to use task reminder templates
To use the task reminder template for notifying Dalux users, go to:
Field
Tasks
All tasks
Select the task(s)
More
Remind.
You cannot send a reminder to multiple different responsible users at the same time.
In the next window, select which user to remind. Then tick 'Create report with custom front page' and select which task reminder template to use.
Dalux will then send an email to the recipient with a generated front page and the tasks attached according to the selected template. A copy will also be sent to the sender.
Tips and tricks
If you want to test how the report looks before sending it out, you can follow the process above but only select your name as the recipient. If you are unhappy with how the report looks, the template can be edited.