Overdue Scheduler

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Workflow Visualization

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What It Does

• 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

• 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

• 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

• 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

{
  "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

• 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

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