Retentions Due Reminders

A workflow with the Retention Due trigger reminds your team when a retention release falls due, so it's claimed on time. It runs once a day for every release that has a date and hasn't been claimed.

Set up a retentions reminder

1. Go to Workflows and create a new workflow.
2. Choose the Retention Due Timer trigger.
3. Add a condition on Due Date using Date is exactly X days old:
   • 0: the day the release falls due.
   • −7: a week before it falls due.
   • 14: two weeks after it fell due, as a chaser.
4. Leave Run On set to Every Day. If you skip days, a release that falls due on a skipped day is missed.
5. Add the Actions you want, for example Create To-Do for the project manager, Send Project Email, or a Project Notification.
6. Save and turn the workflow on.

The actions run against the release's project. For example, a to-do is created on that project for its project manager.

When no reminder is sent:

• Retentions are turned off for your account.
• The release has no date yet: the project has no practical completion date and isn't completed.
• The release has already been claimed in full.
• Nothing is due to claim, for example when the project's retention is held only on draft invoices. A reminder set for one exact day isn't sent later, so approve claim invoices promptly.

To get a reminder each time, add one workflow per timing you want, for example one at −7 and one at 0.