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Due Date and Reminders

  • Updated:

You can set a default Response Time Limit and Due Soon Reminder for your entire organization to ensure that no requests are forgotten. Based on the default response time limit, icons will display within the application indicating if requests are due soon (a yellow flag icon) or overdue (a red triangle with an exclamation point icon). These icons are only visible to staff and not the general public. In addition, email reminders will be sent out notifying assigned staff when requests are due soon and overdue.

 

Important Notes

  • Only Administrators (Admins) can change the default response time.
  • For more information on how to change an individual request's due date, review the Change the Due Date section of the Add and Manage Tasks article.
  • Request fulfillment is due by 11:59:59 PM local time on the due date.
  • Due Soon requests are marked by yellow flag icons.
    The due soon icon, a yellow flag, is highlighted in a list of requests.
  • Overdue requests are marked by red caution icons (red triangle with an exclamation point).
    The overdue icon, a red triangle with an exclamation point, is highlighted on a list of requests.

 

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Not finding what you are looking for? View additional Portal Set Up resources.

 

Due Date Calculations

Calendar Days

Every day, including weekdays, weekends, and holidays, counts towards the due date.

  • If a request is submitted by a requester at 5:00:59 PM local time or earlier:
    • The date of submittal is Day 0. Day 1 is the next day.
  • If a request is submitted by a requester at 5:01:00 PM local time or later:
    • The date of submittal and the following day are both Day 0.
    • Day 1 is the day after the following day.
  • If a Staff member submits a request, while logged in as their Staff user, on behalf of a requester, they can select the Date received, which is Day 0. Day 1 is the next day.

 

Modified Calendar Days

Every day, including weekdays, weekends, and holidays, counts toward the due date. If the due date falls on a weekend or holiday, though, it will automatically be shifted to the next business day.

  • If a request is submitted at 5:00:59 PM local time or earlier:
    • The date of submittal is Day 0.
    • Day 1 is the next day.
  • If a request is submitted at 5:01:00 PM local time or later:
    • The date of submittal and the following day are both Day 0. Day 1 is the day after the following day.
  • If a Staff member submits a request, while logged in as their Staff user, on behalf of a requester, they can select the Date received, which is Day 0. Day 1 is the next day.

 

Business Days

Only non-holiday weekdays count toward the due date.

  • If a request is submitted at 5:00:59 PM local time or earlier:
    • The date of submittal is Day 0 as long as it is a weekday, non-holiday.
      • If it is, Day 1 is the next business day.
      • If the date of submittal is not a non-holiday weekday, the next business day is Day 0 and the next business day after that is Day 1.
  • If a request is submitted at 5:01:00 PM local time or later:
    • The first weekday, non-holiday after the date of submittal is Day 0. The first weekday, non-holiday after that is Day 1.
  • If a Staff member submits a request, while logged in as their Staff user, on behalf of a requester, they can select the Date received, which is Day 0. Day 1 is the next business day.

 

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Set a Response Time and Time Limit

Who can use this feature?
Admins

 

 

  1. Sign in to your portal
  2. On the Admin drop-down menu, click Portal Settings
    Portal Settings option in Admin menu.
  3. Click Due Dates in the left-hand navigation menu
    Due Dates is highlighted in the Portal Settings options on the navigation menu.
  4. Select the Due date calculation type that applies to your organization
    The options for setting due dates is highlighted. The questions are 'How do you calculate request due dates?', 'How many days until due?', and 'How many days before the due date do you want reminders?'.
    • How do you calculate request due dates?
      • Calendar days: Every day, including weekdays, weekends, and holidays, counts towards the due date.
      • Modified Calendar Days: Same as calendar days, but shifts weekend/holiday due dates to the next business day.
      • Business Days: Counts all weekdays, except holidays.
    • How many days until due: Enter the number of days staff must respond to a request.
    • How many days before the due date do you want to send a reminder: Enter the number of days before the due date that staff should be reminded that the request is due (both by specifying in the application and sending a reminder email).
    • What time do you want reminder emails to be sent out: Select the preferred notification time (1:00 AM and 2:00 AM are disabled due to daylight savings time in a 24-hour format)
  5. Click the Save button
    The rectangular, blue Save button is highlighted below the 'How many says before the due date do you want reminders?' text input field.

 

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