There are numerous situations where setting a reminder can be helpful. This article walks through how to set one up using automations. For the examples used in this article we are using our Project Tracker template found here in our template gallery.
Create a date field
The first step is to use a date field - we'll create a new one by clicking the + icon to the right of the existing fields. We'll then select the date field type and name the field "Reminder".
With every date field, you have the option to use just a date, or to optionally use a specific time. For this example we'll toggle on the option to include a time field.
Add a formula field
The next step is to add a short formula that will compare the current time (localized to your device) with the date and time entered in the reminder field. Add a new formula field title "Trigger Reminder" and copy and paste the formula below into the formula area.
IF(
AND(
{Reminder},
NOW() >= {Reminder}
),
"Trigger Reminder"
)
This formula checks to see if there is a date/time entered in the reminder field, and if there is, if the current date/time is equal or past that time. The automation that we'll configure in the next step uses the formula to trigger the reminder.
NOTE
The process in this article is a workaround involving the use of the NOW() formula function, and has some limitations. Generally, NOW() updates approximately every five to ten minutes when a base is open (although this timing may vary slightly). If the base is closed, it will update approximately every hour when the base has time-dependent automation triggers or actions. If native automation delays would be a helpful feature for you we'd love to hear more about your interest!
Configure an automation
To create our reminder we'll need to add both a trigger and an action to an automation. The trigger will fire based on the formula field created in the last step, and the action will allow us to send the reminder to a variety of sources (email, Slack, etc).
Choose a trigger
Start by adding an automation by clicking the "Automations" button in the top-right hand corner of your base. Select the trigger called "When a record matches conditions".
Select the table you're using (the tasks table in our example), then add a condition for when the {Trigger Reminder} field contains the text, "Trigger Reminder". Lastly, run a test to make sure your trigger is setup correctly.
Add an action
In this example, we're going to configure an email reminder using Gmail. Start by clicking the "Add action" button below your trigger, and selecting the "Send email" option under Gmail. After connecting your Google account you can then configure all of the email fields and any details you want to include for the reminder. In the example below, the task name, its related project, and the assignee is included in the reminder. This record information can be added by clicking the plus symbol to the right of the field you're filling, and selecting the appropriate data from the record.
Once you've added all of the information you want to include in the reminder, run a test to make sure everything is configured correctly. You should receive an email like the example below within a few seconds.
