Obligation reminder

An obligation is a deadline a person adds to a contract, with a title, a due date and an owner, such as “Submit proof of maintenance”, also repeating monthly or yearly. When an obligation of a contract is due, the workflow starts with “Deadline due” on the due date and gives the deadline’s owner the task “Pflicht erfüllen”, with no script; after two working days Acriva reminds them once. When the owner is a role, the first member who acts completes the task. When the obligation has no owner, the management gets the task. The reminder in the app and by email before the due date comes as always on top. While a task of this workflow is still open for the same contract, another obligation that comes due starts no second one; its reminder still comes. “Mark as done” ends the task; the person marks the obligation itself as done on the document, and a repeating one then adds the next. Needs the workflow designer.

The workflow

The workflow starts for every document of the type contract. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 9
sdk: '1.0.0'
key: obligation-reminder
name: Pflicht erinnern
template: custom
trigger:
  documentType: contract
  deadline:
    stage: due
    kind: obligation
fields: []
start: fulfil
steps:
  - kind: humanTask
    name: fulfil
    label: Pflicht erfüllen
    taskKind: acknowledge
    assignees:
      - when: null
        assignee:
          kind: deadlineOwner
    fallback:
      kind: role
      role: Geschäftsführung
    options:
      remindAfterWorkingDays: 2
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
    next: done
  - kind: end
    name: done
    label: Erledigt
    outcome: completed