Set up automatic reminders for missing and expiring documents

A reminder schedule decides when Vendarity asks a supplier contact again: while a document is missing, after the response due date has passed, and before an accepted document's expiry or review date. Saving a schedule and turning on automatic reminders are separate steps, so nothing is sent until someone authorizes it.

What does the standard schedule do?

Until you save your own, the Reminder schedule card shows the Standard schedule, which matches the Standard reminders preset:

• Missing document: on days 0, 7, 14 and 28 after a request starts, up to the response due date.
• Before the expiry or review date: 30, 14, 7 and 1 days before an accepted document's expiry or review date.
• After the due date: 7 days after the response due date, then every month.
• Alert your team: a task for your team from the day after the response is due, and after 14 days with no reply.

The Gentle reminders preset asks less often: on days 0, 14 and 28, 30 and 7 days before a date, and 14 days after the response due date, then every 2 months.

How do I change the schedule?

1. Open Automation

   Choose Settings, then Automation, and find Reminder schedule. Choose Configure schedule.

2. Start from a preset

   Under Start with a preset, keep Current schedule or choose Standard reminders or Gentle reminders. Give it a Schedule name.

3. Set the days

   Edit Missing document · days after the request starts, which must include day 0 for the first request, and Renewals · days before due. Each takes up to eight whole numbers, separated by commas. Set First overdue reminder · days, Then repeat every · months and Alert your team after · days with no reply.

4. Try it and explain it

   Under Try example dates, enter dates to see when reminders would fall. Write a Reason for this version of at least 8 characters.

5. Review and save

   Choose Review schedule, check the example dates, then choose Save version. Saving doesn't turn on automatic sending.

Earlier versions stay under Schedule history, with who saved them, when and why.

How do I turn automatic reminders on or off?

1. Review the recipients

   Under Automatic reminders, choose Review automatic reminders. Vendarity lists the suppliers and contacts the next reminders would go to, any contact that needs attention first, and the message suppliers receive.

2. Authorize

   Enter a reason, tick the confirmation and choose Turn on automatic reminders. The card then shows On, who authorized it and when.

3. Turn off when needed

   Choose Turn off and give a reason. An email that has already started sending may still finish.

Turning reminders on needs an Owner or Admin with a verified email address and an authenticator app. A newly saved schedule version isn't used until someone reviews and turns it on.

What does the supplier receive?

The same email as a request, with the same subject and a fixed message: “This request was sent automatically about the documents below and their due dates. Questions? Open the request and choose Ask a question on that item.” Each reminder lists the requirements it is about, with their response due dates, and the supplier's private link.

Automatic reminders also ask again after your team requests changes on a document. Vendarity never emails an acceptance. When an Owner or Admin requests changes, they can have Vendarity email the reason too.

When are reminders sent?

• Only on weekdays, 9 am to 5 pm in the contact's timezone. A reminder that falls on a weekend goes out in the next weekday window.
• At most one request or reminder email to a contact in 24 hours, and eight in any 30 days.
• Only to contacts with a recorded reason you can email them who haven't paused request emails.
• Not while a document for the requirement is waiting for review, and not to a supplier whose reminders are paused.