Action reminders in detail: timing, receivers and content

This page is a lookup for the exact rules of the action reminder e-mails: which actions are reminded, who receives the reminder, when it is repeated and what the e-mail contains. How to set the reminders up is described in Set up action reminders.

Settings and their defaults

Setting on Super > Action Reminders	Effect	Value where your company has not changed it
Status	Active sends reminders; inactive sends none.	Active
Interval	The number of days before the same action is reminded again.	Weekly (7 days)
Days before due date	How many days before the due date an action starts being reminded. 0 means only overdue actions.	0
Intervals on the Admin tab of Super > Action Reminders	The intervals you can choose from.	Daily (1 day) and Weekly (7 days)

The settings apply to all actions in the Action Manager. Only users with the Admin level on the Super area row can change them, because that level shows the Super menu (see The Users page and the rights table). The reminders are sent once a day in the morning, and each run reads the settings as they are then, so a change applies from the next morning.

Which actions are reminded

Rule	What it means
Status	Only actions with the status In progress. Actions with the status New or Closed are never reminded.
Overdue	An action is overdue when its due date is before today. An action due today is not overdue until tomorrow.
With Days before due date above 0	Actions due between today and that many days ahead, both days included, are reminded as well as overdue actions.
With Days before due date at 0	Only overdue actions. An action due today is reminded for the first time the day after.

Who receives the reminder

Rule	What it means
The holder	The reminder goes to the person who holds the action, the Current editor: the responsible; the reviewer when the work has been sent back as done; the creator while a due-date change waits for approval; and the person who got the action back after a rejection. See The action workflow in detail: every step, who holds the action, buttons, e-mails and log.
Deactivated users	A deactivated user receives no reminders. The action is not reminded to anyone else instead.

When a reminder is repeated

Rule	What it means
First reminder	The first morning the action meets the rules above.
Next reminders	When the number of days of the Interval has passed since the last reminder about that action, and the action still meets the rules. With Daily, every morning; with Weekly, every seventh morning.
Counted per action	The interval is counted from the last reminder about the action, whoever received it. If the action passes to another person, that person gets the next reminder when the interval has passed, not at once.
Back in range	An action that stops meeting the rules, for example because its due date was moved, and later meets them again, is reminded when the interval since its last reminder has passed.
Turning reminders back on	When Status is set back to active, each action is reminded again once the Interval has passed since its last reminder; an action whose last reminder is older than the interval is reminded the next morning, as long as it still meets the rules above.

What the e-mail contains

Part	Content
Number of e-mails	At most one a day per person, listing every action due for a reminder that morning.
Language	The receiver’s language.
Text	A greeting with the receiver’s first name and “The actions listed below require your attention. Please review and complete them as soon as possible.”
Table	One row per action, with the title (the first 21 characters, followed by “…” when it is longer), the module name for an action linked to a document or another module, the due date written as year-month-day, for example 2026-06-16, and a link that opens the action.