This article explains how to send automatic reminder emails in chosen months to employees who have assigned items. To see the setting you need both access to the Company Settings menu (COMPANY_PAYMENT_READ) and the INVENTORY_MANAGER permission. The reminder is used, for example, during a yearly inventory count to ask employees to approve their current debit form.
Before you start
Employees' email addresses must be up to date.
Decide in which months the reminder should go out.
Step by step
In the left menu, go to Configuration > Company settings.
In the Email Notifications group on the left, click Inventory Reminders.
Turn on the switch at the top right of the Reminder Email Sending card. The status label in the header stays Inactive until you save, with → Active (not saved) next to it.
Select one or more months in the months field below the switch.
Click Save in the bar that opens at the bottom of the card. After saving, the header shows Active and the number of selected months.
To stop the reminders, turn the switch off and click Save.
Result
On the 1st of each selected month at 09:00, every active employee with assigned items receives a debit form approval reminder email.
The email lists the employee's current items and asks them to log in and approve the debit form (Debit form). The employee approves it on the My assets tab of My profile.
An employee does not get a second reminder for the same month.
When the employee approves the debit form, that reminder is recorded as approved.
No email is sent to inactive employees or for items not assigned to a person (idle, in maintenance, broken and so on).
Common problems
Symptom: A warning says at least one month must be selected.
Cause: The switch is on but no month is selected. Turning the reminder off needs no month; the months chosen earlier are kept.
Solution: Select at least one month.
Symptom: Inventory Reminders does not appear in the menu.
Cause: Your user does not have the INVENTORY_MANAGER permission.
Solution: Get the permission on the Responsibility Management screen.
Symptom: I selected a month but no email went out this month.
Cause: Emails are sent only on the 1st of the month. A month added after its 1st takes effect in that month next year.
Solution: Plan the reminder for a coming month.