Overview
Salesforce sends reminder emails automatically as a database contract approaches its renewal, non-renewal and expiration dates, so those dates are not missed. You don't need to start anything. The emails are driven entirely by the dates on the contract.
The reminders go to the Research Computing team's shared mailbox and the staff who manage the RDLA renewal process. They do not go to faculty or to the contract owner. (To email faculty funders about a renewal, use Emailing Database Users.)
The dates that control the reminders
These fields are on the contract.
| Date field |
Reminder it controls |
| Database Renewal Date |
Renewal reminder |
| Database Non-Renewal Deadline |
Non-renewal reminder |
| Database Expiration Date |
Expiration reminder |
The Begin Database Renewal Process Date doesn't send a reminder of its own.
When each reminder is sent
| Reminder |
Sent |
| Renewal |
2 months before the Database Renewal Date |
| Non-renewal |
1 month before the Database Non-Renewal Deadline |
| Expiration |
2 months before the Database Expiration Date |
Each email names the database and the date that is coming up, and has a link that opens the database record in Salesforce.
What a reminder needs
A reminder is sent only when all of these are true:
- The contract is linked to a database.
- The reminder's date is filled in on the contract.
- Today is the reminder's due day, as shown in the table above.
- At least one person is set up to receive that type of reminder.
A reminder doesn't depend on the contract's status. A canceled, expired or replaced contract keeps sending reminders while its dates are filled in, so clear the dates on a contract that should stop sending them.
Keeping the reminders accurate
- Enter the dates as soon as you know them. A blank date means no reminder for it.
- Update a date when it changes. The reminders follow whatever date is on the contract, so a changed date moves its reminder with it.
- A reminder is only sent on its due day. If you enter a date after its reminder's due day has passed, for example a Database Expiration Date less than 2 months away, no reminder is sent for it.
- Changing a date so its reminder is due today doesn't send it. Filling in a blank date on the day its reminder is due does send it. If you change a date to one whose reminder is due today, no email is sent, so follow up on that date yourself.
Questions
If a reminder you expected did not arrive, or the reminders need to go to someone else, submit a ticket to SC Johnson IT with the database name.