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Overdue Scheduler runs automatically every day at 8 AM UTC to monitor pending work and send timely reminders. Ensures no customer request or task falls through the cracks.

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Workflow Visualization

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What It Does

The Overdue Scheduler automatically:
  • Monitors Pending Quotations: Creates tasks when service requests lack quotations beyond the configured threshold
  • Tracks Unanswered Emails: Identifies customer emails awaiting responses and generates follow-up tasks
  • Sends Task Reminders: Notifies assigned users about overdue tasks via email

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Key Features

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Pending Quotation Monitoring

Scans db_ai-loop_V3_Requests for service requests with status not equal to QUOTATION_SENT:
  • Checks age of each pending request
  • Creates tasks for requests older than configured days (default: 3 days)
  • Prevents duplicate task creation by checking existing tasks
  • Includes customer details (name, email, company) in task description

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Unanswered Email Detection

Analyzes db_ai-loop_message_communication to find customer emails:
  • Identifies threads where the last message is from the customer
  • Calculates elapsed time since last customer message
  • Creates tasks for emails unanswered beyond threshold
  • Prevents duplicate tasks for already tracked emails

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Overdue Task Reminder System

Reviews db_ai-loop_V3_Tasks for overdue items:
  • Finds tasks with deadlines before today
  • Filters for non-completed and non-deleted tasks
  • Formats personalized reminder emails with task details
  • Sends emails only to tasks with assigned users

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Configuration

All settings are managed in db_ai-loop_CRM_Configs with key auto_run: 
{
  "quotation": {
    "active": true,
    "fire_days": 3
  },
  "email_not_answered": {
    "active": true,
    "fire_days": 3
  },
  "overdue_tasks": {
    "active": true,
    "subject": "⏰ Reminder: {{username}}, You Have Overdue Tasks",
    "body": "Hi {{username}},<br><br>You have overdue tasks requiring attention:<br><br>{{task_list}}<br><br>Please complete them as soon as possible."
  }
}

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Database Collections Used

  • db_ai-loop_CRM_Configs: Configuration settings for automation
  • db_ai-loop_V3_Requests: Service quotation requests
  • db_ai-loop_message_communication: Customer email threads
  • db_ai-loop_V3_Tasks: Task management and assignments

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Email Format

Overdue task reminder emails are sent from [email protected] and include:
  • Subject: Personalized with user’s name
  • Body: HTML-formatted with:
    • Task subject, description, and linked company
    • Direct link to task management page
    • Friendly, professional tone
Example: 
Subject: ⏰ Reminder: john, You Have Overdue Tasks

Hi john,

You have overdue tasks requiring attention:

Subject: Quotation Reminder - REQ-12345
Description: The quotation for the service request is still pending...
Company: Example Corp Ltd

Check here: https://ai-loop.alpeadria.com/tasks

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Schedule

Runs daily at 8:00 AM UTC using cron expression: 0 8 * * *