Task Reminders are the notifications that are sent to a user to remind about an assigned task that need to be completed before the deadline time. The reminder notifications will trigger either based on the defined Frequency (Repeated in hours) or based on the Number of Occurrences.
Note
The notifications can be either Email or SMS or WhatsApp or three of them.
Important
Task Reminders can be configured at two levels:
Workflow-based (automated) – Ideal for system-generated tasks (e.g., approvals, escalations).
Manual – For standalone or ad hoc tasks.
Best suited for tasks generated as part of a defined workflow.
Steps:
Go to Manage Apps.
Select the application you want to configure.
Navigate to App Events → Notifications.
Choose the desired notification type:
SMS and WhatsApp (require backend configuration; refer to respective setup guides)
Click Email Notifications → +Add.
Provide a unique Event Name.
Select Task Reminder as the Notification Type.
Define the scope:
All Steps & Actions
Specific Step Level
Configure Notification Intervals:
Frequent
Moderate
Dormant
Each interval allows you to specify customized triggers based on hours before the deadline.
Example setup for Intervals
Interval 1: From 12 hours before deadline to 6 hours before deadline, notify every 2 hours.
Interval 2: From 6 hours before deadline to 1 hour before deadline, notify every 1 hour.
Click Next to configure email content and recipients.
Define Sender & Recipient Details:
Choose a Sender Email:
Use Quixy Inhouse SMTP or
Configure a custom SMTP (refer to SMTP setup documentation)
Select recipient types:
Type of user you want to notify- Choose whether the reminder should trigger the assignee (who initiated the flow), Assignee manager (manager of the assignee), Data field from app (To the mail mentioned in app), Roles or Users.
To whom you want to notify- Choose a role to whom the reminder should trigger
Type of user you want to CC
To whom you want to CC
Once the sender and recipient details are configured, click Next to proceed to the Email Template Design.
Customize the Modal Design and Subject Line
You’ll be presented with a prebuilt email modal template, which can be:
Customized with your own branding
Modified to align with your communication tone and content style.
Dynamic Placeholders Using Form Elements
Use @ to insert form elements from the application into the Email Subject or Email Body. These act as placeholders, dynamically pulling in data from each task instance (e.g., @TaskName, @DueDate).
Email Body Personalization with RTE (Rich Text Editor)
The RTE enables you to fully personalize the email content:
Insert dynamic form data using @ placeholders
Modify content structure, style, and layout
Adjust font size, colors, and spacing
Embed links and insert images to enhance interactivity
Align content to match internal branding or external communication standards
After configuring the email content, click Next to proceed to the Attachments section.
Here, you can:
Attach relevant files that need to be included in the notification (e.g., reference documents, instructions, policy files).
Add dynamic reports generated from within the application. These reports will be auto attached and sent each time the Task Reminder notification is triggered.
Quixy allows you to configure Task Reminders using a “Repeat in Hours” model. This setup ensures users receive timely nudges as deadlines approach—helping prevent delays.
How It Works
You define when the reminders should start and how often they should repeat before the task deadline. These reminders continue until:
The task is marked complete, or
The deadline passes
This setup is especially useful for time-sensitive workflows where proactive follow-ups are critical.
Example
In a project management app, a team lead assigns a task with a deadline. To make sure the assignee doesn’t miss it, the system sends reminders starting 48 hours before the deadline, and then every 12 hours until the task is completed.
The lead configures the reminder trigger as "Repeat in Hours" and sets up intervals to manage the frequency.
To align with different urgency levels, Quixy offers three preset reminder intervals:
| Interval Type | Use Case | Behavior |
|---|---|---|
| Frequent | High-priority or urgent tasks | Sends reminders at short intervals (e.g., every 1–3 hours) |
| Moderate | Standard, ongoing tasks | Sends reminders less frequently (e.g., every 6–12 hours) |
| Dormant | Low-priority or long-deadline tasks | Sends minimal reminders (e.g., once daily or just before deadline) |
Configure these intervals once at the workflow level, and they apply automatically across tasks.
You can override them as needed for specific steps, roles, or conditions.
This eliminates repetitive setup while giving you control to tailor reminders per use case.
Let’s say you configure the following reminder setup:
Frequent:
From 48 hours to 24 hours before deadline → reminder every 4 hours
Moderate:
From 24 hours to 6 hours before deadline → reminder every 3 hours
Dormant:
From 6 hours to deadline → reminder every 1 hour
This creates a progressively tighter reminder loop as the deadline approaches—ensuring users get nudged more often when urgency is highest.