How to Set up Reminder Emails

Reminder Emails automatically follow up with recipients who have an open File Request (Pull / Media Request) that is still in Sent status and has not been completed.

The package supports up to 3 reminders per File Request. Each reminder can use a different Salesforce Email Template and a different delay (in days).

There is a related flow for P2 Container Items (BatchSendP2FileRequestReminders). This document focuses on standard File Request reminders, with a short P2 note at the end.

Step 1 — Create Salesforce Email Templates (reminder content)

1. Go to Setup → Email Templates (Classic).

2. Create up to 3 templates used for reminders (Optional, you can use the same template for all reminders as well), e.g.:

   • FR Reminder 1

   • FR Reminder 2

   • FR Reminder 3

3. You can use merge fields against File Request.

4. Note the exact Template Name — the package matches by Name, not Id.

Step 2 — Configure the SFT Text/Email Template

Open the Secure File Template (cm_datatransfer__Text_Email_Template__c) used when creating the File Request (the “selected template”).

Set these fields:

Example

If File Request is created on Mon Jan 1:

• 1st reminder: Wed Jan 3 (calendar days; or business days if enabled)

• After 1st sent → 2nd: +3 days from current Next Reminder Date

• After 2nd sent → 3rd: +5 days

• Stops if next date would be after Expiration Date, or after 3 reminders

Step 3 — Custom Settings (DataTransfer_Settings__c)

Default batch filter (if WhereClause is blank):

WHERE Request_Status__c = 'Sent'
  AND Next_Reminder_Date__c = TODAY
  AND (Number_of_Reminders_Sent__c = null OR Number_of_Reminders_Sent__c < 3)

Org-Wide Email Address

1. Setup → Organization-Wide Addresses

2. Verify the address

3. Put the exact email in FRReminderBatch_OrgWideAddress

Step 4 — Schedule the reminder batch

Schedule class: BatchSendFileRequestReminders (implements Schedulable + Batchable).

Example (daily at 8 AM):

System.schedule(
    'File Request Reminder Batch',
    '0 0 8 * * ?',
    new cm_datatransfer.BatchSendFileRequestReminders()
);

Or schedule via Setup → Apex Classes → Schedule Apex.

Step 5 — Deliverability / permissions checklist

• Email deliverability = All email (or appropriate level) in the org

• Org-Wide Address verified and matches the setting

• Salesforce Email Templates exist and Names match exactly

• Running user (batch) can access File Request + Email Templates

• Recipients have a valid Email__c on the File Request

Creating a request with reminders

1. Open a Contact / parent record and launch Request Files.

2. Select a Text/Email Template that has reminder fields configured.

3. Complete and send the request.

On create, the system stamps:

• Next_Reminder_Date__c

• Reminder_Template__c (1st reminder template name)

No extra UI step is needed for reminders.

What users / admins can verify on the File Request

Manual / one-time run (admin)

Database.executeBatch(new cm_datatransfer.BatchSendFileRequestReminders(), 1);

Useful for testing with Next_Reminder_Date__c = TODAY.

P2 uses a similar pattern with:

P2 template reminder fields are the same First/Second/Third Reminder Frequency + Template fields on the Text/Email Template.