RB User Guide > Calendar > Send Overdue Tasks Report

Sending overdue task reminders

You can send Overdue Task Reports via email to all resources, selected resources, or a single resource. When you send a resource an Overdue Task Report, RB automatically logs it in the resource’s Notes Log and the Email Log (RB9 only).

  1. Find resources to notify

    1. Calendar > Send Overdue Tasks Report
    2. In the Search By pane, click search to view all overdue tasks by all resources, listed in descending order starting from the resource with the most overdue tasks. Or change the search filters before clicking search:
      • Resource

        To find a single resource’s overdue tasks, see Looking up resources.

      • Job Type

        Categories of jobs requested by clients. Default is ALL. Click lookup button to restrict search to specific job types (see Lookup panel). Job type options are set in Lists > Jobs.

      • Task

        Parts of jobs requiring separate resources. Default is ALL. Click lookup button to restrict search to specific tasks (see Lookup panel). Task options are set in Lists > Jobs. Tasks that have been set to “No Turn-in” in Lists > Jobs, such as your conference rooms, will not appear in the report.

      • Case

        To search for overdue tasks for a case, see Looking up cases.

      • Task Due Date From

        Click date navigator to select a beginning date for a date range search in the Date Navigator.

      • *Task Due Date To

        Default is yesterday. Click date navigator to select a different cutoff date in the Date Navigator.

      • Business Units

        Profit centers or parts of your business you track separately. Default is ALL. Click lookup button to restrict search to jobs tied to specific BUs (see Lookup panel). BUs are set in Business Units.

  2. Select resources

    In the results pane, RB lists all of the resources with overdue tasks that meet the search criteria.

    1. Check the box at the top-left of the results grid to select all resources.
    2. Uncheck the box for any resource that you do not want to send a report to.
    NOTE: Missing checkbox

    If a resource does not have a contact checkbox, the resource is missing an email address in their profile. Click the hyperlinked name under Resource to add the resource’s contact information to their profile. See Adding resources to RB.

  3. Send reports

    1. Click Send.
    2. In the Options popup:
      • Click Show mail composer to select Yes if you want to preview and/or edit the email.
      • Change the email address you are sending the report from by clicking the default address in the From drop-down and selecting a different address. Email addresses and the default are set in System Preferences > General > Email.
      • You can also add files to the email. See Emailing from RB.
    3. Click OK. (If you are using the mail composer, also click Send in the Email popup of each report after previewing/editing the email.) RB emails the reports.
    4. Click OK again in the popup that appears when the reports have been sent. RB notes the success of its emailing for each report in the Result column and enters the date, time, and number of tasks in each report in its related resource’s Notes Log and the Email Log.
NOTE: Additional report options

To view an individual resource’s overdue tasks report, click the hyperlinked number under Total Tasks. RB generates the resource’s report in chronological order, oldest task first. You can export or print the report (see Printing invoices, statements & reports), or click Send to email to the report to the resource.

Reference
Step-by-step instructions