You set the due date, Kolinea reminds your client
Automatic reminders
The answer arrives before the car blocks the lift
Quote approval, extra work, insurance documents: set the due date and Kolinea reminds your client, two days before, on the day, the day after, then seven days later. As soon as your client replies, Kolinea stops.
- Two days before, on the day, the day after, seven days later
- Stops as soon as the request is handled
- Chasing by hand is still possible
Replaces: Chasing by hand · Sticky notes
Your clients find what is expected of them as soon as they open the folder
Chasing is thankless work
You have to remember who owes what, find the thread, write a message that is not curt, and start again the following week. Most of the time you do not chase: you wait, and the folder sleeps. When you do chase, it is too early, too late, or to someone who has already answered.
For the method, meaning how to word the request and how often to chase, read the article chasing a client for missing documents.
Four dates, set from the deadline
Reminders follow from the deadline you set on a request. You write nothing and schedule nothing.
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Four markers
Two days before the due date, on the day, the day after, then seven days later. Once the last one has gone, nothing more is sent automatically.
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One a day at most
Never two automatic reminders on the same request on the same day, and none if you have just chased by hand.
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Who receives it
The people named on the request, otherwise the other party in the folder, and only those who can read the post. A team member is notified in the application. A client receives an email stating the folder, what is expected and the deadline, with their access link (unless you have withdrawn it); they reply to the person in charge of the folder and have no account to create.
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The stop
As soon as the request is complete or cancelled, or the folder is closed, nothing more goes out.
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The pause
On a request or a document request, a recipient can say “I’m on it, expected on …”. Automatic reminders stay quiet through that day and resume the next day, at the point the calendar has then reached. The same goes while a request for more time waits for the author’s answer; if the author accepts, the due date moves to that date and the reminders wait until then, if they refuse, the reminders resume. An “I’m on it” with no date suspends nothing. See I’m on it and requests for more time.
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What you see
The request’s card shows the date of the next automatic reminder or, during a pause, “Automatic reminders paused: they resume after …”.
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By hand, still
A “Chase” button on one specific request, with the recipients confirmed first, once a day at most.
Reminders cover everything that awaits an answer and carries a deadline: request, documents, decision, checklist, form, sign-off.
In practice
Building and renovation. You submit the quote for approval with a seven-day deadline. Your client gets a message two days before, one on the day, one the day after. If they approve in between, nothing else arrives.
Accounting and law firms. A document request for the year-end closing has a single deadline, and its reminders keep going as long as a document is left to accept. You stop sweeping through your folders client by client to find out who has not answered.
What it does not do
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The rhythm is fixed.
Four dates, set from the deadline: the frequency cannot be adjusted per request. You can, however, switch automatic reminders off for the whole workspace or for one folder; manual reminders then remain possible.
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No reminder without a deadline.
A request with no date triggers nothing.
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No automatic reminder for an appointment.
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No reminder to someone who cannot be reached
A contact with no email address receives nothing.
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It does not replace the conversation.
Once the last reminder has gone, picking contact back up (a call, a reworded request) is up to you.
Related reading
Reminders attach to document requests and sign-offs. The waiting view gathers what is dragging, folder by folder, and brings late items to the top. When a recipient says they are on it or asks for more time, see I’m on it and requests for more time.
Automatic reminders, in other lines of work
More features for your line of work
Your next folder, with nothing lost along the way
Not the right time?
Get the link by e-mail and pick up later, from your computer.
One e-mail only, and your address is not kept.