Redirect the task to someone else

Use this option to redirect the task to someone else on, before, or after a specific period of time or on a specific date. You can create multiple redirect reminders on the same step.

  1. With the Task step selected, click the Reminders tab.
  2. Click the Redirect link.
  3. The Redirect to Others reminder shows.

    The following table explains the reminder options available:

    OptionExplanationHow to Use
    Redirect to Others TitleUse this to edit the title of the reminder.

    Click the Redirect to Others title to edit it.

    Within Working Hours Only

    Within working hours only allows you to set the reminder to take the specified working hours into account when calculating when the reminder should occur. This function applies when either the On Date or After option is selected. If you select one of these options, the reminder will execute on a specific date or after the set time, but take working hours into consideration. If you don't select the Within Working Hours only option, the reminder does not take working hours into consideration (so in some cases, the reminder actions could occur sooner, which may not be when people are in the office).

    For example: suppose that you want to send a redirect task reminder, and you configured the reminder to run 30 minutes After. You also configure this reminder to happen within working hours, and you selected the Sales team working hours zone, which is set up as Monday through Friday, 8 am - 5 pm.

    • Suppose the task starts at 2PM on a Friday. Since this is still within working hours for the Sales team, the system will send the redirect task reminder at 2:30PM, because 30 minutes of working time have elapsed.
    • Now suppose that the task starts at 10AM on a Saturday. Since this time falls outside of working hours for the sales team, the system waits until working hours start at 8AM on Monday, and then starts counting down. This means that the system sends the redirect task reminder at 8:30AM on Monday, once 30 minutes of working time have passed.

    To define the working hours for your organization, click the working hours link. You must have access to, and admin permissions in, Management to set the working hours. For more information on how to set your working hours see Work Hours. Keep in mind that working hours are based on static time zones because you select a specific time zone when defining the working hours. If you want the time zone to be dynamic and change depending on some condition (such as a user's geographical location), select the Type/Construct my own option to add logic that determines which working hours configuration to use when calculating the time limit.

    Select the Type/Construct my own option to configure which working hours should apply to your reminder. You can use this approach to specify a dynamic value for the working hours, based on some logic. This option is useful when you have global users across multiple time zones. You can, for example, use the result of a SmartObject method and/or functions to determine where a specific user is based, return the name of that working hours zone, and then use the returned working hours zone value in the Within working hours only option to match their location.

    Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    The Default working hours menu has a list of working hours defined by your administrator. If you have not defined any working hours, the Default working hours option is selected.

    By default, the Within Working Hours Only option is not checked.

    Check the Within Working Hours Only box.

    Click the working hours link to edit or add the working hours parameters.

    Click the Default working hours menu to select a preconfigured set of work hours or select Type/Construct my own to configure a dynamic time zone.

    After

    Use this to configure a deadline after a task is assigned such as 7 days. After is the default option and allows you to set days, hours, minutes, and seconds. You can use a single field or multiple fields, such as two days or one hour and 30 minutes. You cannot use decimal values such as 9.5 hours. Instead use 9 hours and 30 minutes.

    Click the After option. Enter values in days, hours, minutes, and seconds.

    Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    On Date

    Use this to add a deadline on a specific or calculated date. Use the calendar picker to set a date or use a function such as Tomorrow.

    Select the On Date option. Click the calendar picker to show the date picker then select a date using the calendar control.

    Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    Before Deadline

    Use this to set the reminder some time before the task is due.

    Set days, hours, minutes, and seconds. You can use a single field of multiple fields, such as two days or one hour and 30 minutes. You cannot use decimal values such as 9.5 hours. Instead use 9 hours and 30 minutes.

    If you have not defined a deadline, validation indicators show on both the reminder and the Deadline tab of the step. For more information see Error Console and Indicators.

    The Within working hours option does not apply when you select the Before Deadline option. When you configure the task reminder to send an email to someone else before the deadline, Work Hours are not taken into consideration. If your company's working hours are, for example, Monday through Friday, 8 am - 5 pm, and the task reminder is due outside of those hours, the reminder is sent at that time and does not wait until the next working hour.

    Select the Before Deadline option. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.
    Recipients...
    Use this to select the users to receive the redirected task. You can one or multiple recipients. For more information see the Redirect to Others panel section in this topic.Click the Recipients... button to select recipients.
    Add / Toggle / Trash bin buttonUse the Add (+) button to add more reminders.

    Use the Toggle button to open the menu and add a different reminder type.

    Use the Trash bin button to delete added reminders.

    Click the Add button to add more reminders.

    Click the toggle button to toggle between the different reminders.

    Click the Trash bin to delete reminders.

  4. Check the Within working hours check box to enable this feature. This allows you to set the reminder to occur within specified working hours. If you select one of these options (On Date or After), the task expires on a specific date or after the set time within the specified working hours. If you don't select this option, the deadline does not take these hours into consideration (and in most cases the deadline or reminder occurs sooner).
  5. You can define working hours on your environment to store the working hours for your organization, or to create different zones for different departments and offices in the organization. To configure them, click the working hours link. You must have access and admin permissions in Management to set the working hours. For more information on how to set your working hours see Work Hours. In this example, five different working hours are available in your organization.
  6. To view and set the predefined working hours in the reminder, click the Default working hours link menu. By default, the Default working hours option is selected. In this example, select Central Daylight Time from the menu.
  7. To create a dynamic time zone, select the Type/Construct my own option. Here you can specify a dynamic value for the working hours. This option is useful when you have global users across multiple time zones.
  8. You can use a combination of SmartObject calls and functions to determine where a specific user is based, and then use a variable in the Within working hours only option that matches their location.

    Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

  9. To revert to static working hours, select one from the Choose Time Zone link menu.
  10. From the menu, select one of the following options; On Date, After, or Before Deadline. In this example the On Date option is selected. Use the calendar picker to select a date or drag a dynamic SmartField into the field. When you select the After or Before Deadline option, you can enter values into the field. Enter values in days, hours, minutes, and seconds. You can use a single field or multiple fields, such as two days, or one hour and 30 minutes.
  11. Dynamic On Date example: Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields. In this example, drag the Add Days function into the field.
  12. The Smartfield Composer shows. From the Workflow section, drag Start Date into the Date and time field. In the Days field, type the value as 3. Change the Add Days function name to Start Date + 3.
  13. For more information on how to use SmartFields, see the Smartfield Composer topic.

  14. Click X to close the Smartfield Composer. The configuration on the Reminders tab shows as follows:
  15. Click Recipients... to expand the Redirect to Others panel.
  16. For more information on dynamic recipients, see the Create a Dynamic Recipient topic.

  17. Browse and select the users to receive the redirected task. Click the Add button to add more recipients. Click the Trash bin to delete added recipients.

    For more information about the different browse states and errors, see the Browse States topic.

  18. Click Add to add additional redirect reminders. Click the Trash bin to delete reminders.
  19. Click the toggle button to add a different reminder.
  20. Your changes are automatically saved.