Upcoming Contract Renewal Reminder

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Posted on by Ben Markland

I have a scenario that I am looking for the best way to implement. We currently have client contracts that renew on an annual basis. We want to send a reminder email to the record owner when the renewal date is 90 days out. I have built a workflow that is triggered when a new record is created and it waits until 90 days prior to the renewal that checks to see if the record is still active and if it is sends an email. My issue is when a contract is renewed the owner just updates the renewal date. How do I make sure the workflow sends a new reminder email each time without creating multiple instances of the same workflow?

Thanks

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Wayne Walton 13,730 on at

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Can you set the workflow to run when the Renewal Date is changed? Unless they keep doing that, it should only make the one.

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Ben Markland on at

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I already have it set to start when the record is first created so with your suggestion wouldn't it create a second system job?

Ex:

1. Contract created, workflow 1 starts and is "waiting"

2. 90 days prior email sent

3. Contract updated workflow 2 starts and it "waiting" (is workflow 1 done or still waiting?)

4. Contract updated again workflow 3 starts. etc......

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Mahendar Pal 45,095 on at

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You can also setup a windows service or schedule task using console application to check renewal date and send notification.

Thanks.

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Wayne Walton 13,730 on at

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Thinking more, I'm a big fan of scheduled reports for stuff like this. If you're on-premises, you can schedule your SSRS server to email a monthly (or weekly) report to everyone that owns contracts.

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Ben Markland on at

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We are on-premise but have very little experience in SSRS reports. We would prefer to implement this via workflow.

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Wayne Walton 13,730 on at

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The report is something you could build through the CRM report wizard. It's very simple. After that, all you would need to do is go to the SSRS server and mange report subscriptions, which is also rather simple to do.

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Ben Markland on at

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Delivering a report would not allow us to track history or see where certain records are in the process which is, once again, why we are trying to accomplish this via workflow. Is that possible? It seems like a fairly simple scenario.

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justcoolze 30 on at

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You have to create the workflow as a child workflow after ur 90days call the workflow again as child workflow

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