This article explains how to set up and configure the four types of reminders available in Next Project: SupplierInvoiceNotifier, SupplierInvoiceReminder, WorkOrderReminder, and SMS Reminder. It covers how each reminder type works, the required prerequisites, and step-by-step instructions for configuring their settings through the Maintenance Jobs section in Administration.

There are four different types of reminders you can send from Next Project:

• SupplierInvoiceNotifier: An email reminder sent to project managers who have supplier invoices to approve in Next e-Invoice.

• SupplierInvoiceReminder: An email reminder sent to all project managers with supplier invoices due within a certain number of days.

• WorkOrderReminder: An email reminder about work orders that need attention.

• SMS Reminder: An SMS reminder sent to employees who have not reported time the previous day.

Below, you'll find details on how each reminder type is configured and how it works once set up. (The image below also shows Monthly Work to create chargeable order lines for QR-scanned items. See the QR Scanning guide for more information.)

Email reminders are sent through "Maintenance Jobs" in Next Project. To configure these, go to Administration – Integrations – Maintenance Jobs.

SupplierInvoiceNotifier

This maintenance job sends an email to project managers and approvers when they have supplier invoices to handle in e-Invoice.

Each supplier invoice is linked to a project in e-Invoice. The person listed as the project manager for that project will receive a reminder at their registered email address, as long as the supplier invoice hasn't been approved at level 1.

The person listed as an approver will also receive a reminder when they have supplier invoices to approve at level 2.

For this to work, project managers and approvers must have an email address registered in the user registry.

There are no specific settings available for this maintenance job — only the common properties described below can be configured.

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SupplierInvoiceReminder

This maintenance job sends an email to project managers and approvers a certain number of days before supplier invoices that haven't been processed in e-Invoice are due for payment.

For this to work, project managers and approvers must have an email address registered in the user registry.

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Settings

1. Click the cell in the row with the job name "SupplierInvoiceReminder" in the Settings column (highlighted in red in the image below).

   

   Underhållsjobb tab showing scheduled maintenance jobs; note the highlighted Settings cell.

2. A dialog box will appear.

   

   Inställningar dialog showing reminder day parameters; user can edit and save values.

3. Fill in the following fields:

   • ReminderDaysValue: The number of days before the due date when you want a reminder sent by email to project managers and approvers.

   • FinalReminderDaysValue: The number of days before the due date when you want an additional reminder sent by email to project managers and approvers.

4. Click Save.

5. Continue by specifying the other properties for the maintenance job — that is, the common properties described below.

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WorkOrderReminder

This maintenance job sends an email to project managers when there are work orders to handle within their projects. The reminder doesn't have to go to project managers specifically — it can also be sent to a common email address instead.

If you want project managers to receive the email, they must have an email address registered in the user registry.

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Settings

1. Click the cell in the row with the job name "WorkOrderReminder" in the Settings column (highlighted in red in the image below).

   

   Underhållsjobb tab showing scheduled maintenance jobs; note highlighted settings cell.

2. A dialog box will appear.

   

   Inställningar dialog showing reminder-related system settings; note the three configurable parameters.

3. Fill in the following fields:

   • ReminderEmail: Enter an email address here if you want all reminders sent to a common address.

   • ReminderDays: The number of days before the start date of the work orders when you want reminders sent by email.

   • ReminderNotifyProjectLeader: Enter 1 here if you want an email sent to the project managers for the projects the work orders belong to.

4. Click Save.

5. Continue by specifying the other properties for the maintenance job — that is, the common properties described below.

6. Work orders that you want reminders about should be marked with a checkmark in Reminder, with the Mission start date indicating when the work order is to be performed.

   

   Work Orders list — note the checked Påminnelse checkbox and Uppdrag start datum column.

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Common Properties for All Maintenance Jobs

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Time

Specify the time of day (as a number) when you want the maintenance job to run. For example, enter 07 to run the job at 7:00 in the morning, or 16 to run it at 4:00 in the afternoon.

If you want the job to run multiple times during the day, separate the values with a comma — for example, 07,16. Note: there should be no space between the comma and the next number.

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Weekday

You can set the maintenance job to run only on certain days of the week. Enter the days as numbers using the following key:

• 1 = Monday

• 2 = Tuesday

• 3 = Wednesday

• 4 = Thursday

• 5 = Friday

• 6 = Saturday

• 7 = Sunday

For example, to run the job on Monday, Wednesday, and Friday, enter 1,3,5. Note: there should be no space between the comma and the next number. If you leave the Weekday field blank, the job will run every day at the time you specified in Time.

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Date

You can configure the maintenance job to run on specific dates each month. Enter the dates as numbers separated by commas. For example, to run the job on the 10th, 20th, and 30th of each month, enter 10,20,30. Note: there should be no space between the comma and the next number.

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Active

This property indicates whether a maintenance job is active. If the checkbox is not checked, the maintenance job will not run.

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Last Run Date

This column shows the date the maintenance job was last run.

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Info Last Run

This field contains informative text about the last run if something went wrong.

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Last Run Succeeded

If the last run of the maintenance job completed successfully, this checkbox will be marked with a tick.

Note: Remember to click Save after configuring one or more properties for a maintenance job.

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SMS Reminder

To send SMS reminders to your employees, you'll need an account with Cellsynt. Click the following link to visit Cellsynt's page: Cellsynt Pricing. On that page, click Register Account.

Once your account is created, contact our support team and provide:

• Your username

• Your password

• A mobile number that will appear as the sender of the SMS

You'll then receive confirmation from us once the service has been set up in Next Project.

Once the service is set up, you can click the SMS Reminder button in the Book Hours module on the Hours Person tab.

When you click the SMS Reminder button, the following window opens:

Check the box next to the individuals you want to send reminders to, then click the send button. The reminder will be sent to the selected employees.

You can also select employees by holding down Ctrl and clicking on each person, then clicking the SMS Reminder button.

For Next Project to send an SMS, your employees need to have a mobile number specified in the user registry.