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Overview
Salesforce sends reminder emails automatically as a database 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 database record.
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. (To email faculty funders about a renewal, use Emailing Database Users.)
The dates that control the reminders
These fields are on the database record. A reminder is only scheduled when its date is filled in.
| Date field |
Reminder it controls |
| Begin Renewal Process Date |
Renewal reminder |
| Renewal Date |
Renewal reminder |
| Non-Renewal Deadline |
Non-renewal reminder |
| Expiration Date |
Expiration reminder |
When each reminder is sent
| Reminder |
Sent |
| Renewal |
On the Begin Renewal Process Date, or 2 months before the Renewal Date |
| Non-renewal |
1 month before the Non-Renewal Deadline |
| Expiration |
2 months before the Expiration Date |
Each reminder uses its own email template, so the message says which date is coming up.
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 record, so a changed date moves its reminder with it.
- A date that has already passed gets no reminder. If the date is closer than the usual lead time but still in the future, the reminder is sent on the day you enter it.
Related reminders
Contracts have their own reminders. When a contract is saved, the contract owner is also emailed ahead of the renewal date, non-renewal deadline and expiration date. See Converting Quotes & Managing Contracts.
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.