Send a reminder to everyone except for one group of users

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Hi, I have a list of tasks with a person responsible for each of them. First I send an automatic notification for a responsible when the task has been created and then there's a reminder 2 weeks prior the deadline. However, users from one of our offices do not want to receive the e-mails, as they go to the tool every week and there's no need in reminding them what to do. I integrated all users under the group "Peru" and would like to set notifications and reminders with the following filter, but looks like there's no possibility to do this:

Send notification/reminder to a person from the Responsible field only if this person is not part of the "Peru" group.

How can I make this happen?

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Polina

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Posted 3 years ago

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Laura

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I would use a formula-checkbox to auto-check when the User who doesn't want to receive the emails is associated to the record that is being triggered.

Then, in your Reminders, use the Additional Criteria area to exclude the reminder from triggering when that checkbox is true.

For subscriptions; which fire reports, filter out records where the User()=Responsible AND where [No Reminder]=false.

Alternatively; have them setup an email rule which will auto-move those specifically identified emails to their Delete box.
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Polina

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Hi Laura, thank you for the answer! How would I check if the user responsible is the certain group of users using the formula-checkbox field?
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Laura

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You are forcing a checkbox true if the [Responsible] user field is the same as a particular user, so it will be false across most of the records until it is true.  Then, when the emails fire; they will only fire to everyone else and not to that user.

Your checkbox formula would be:

If([Responsible]=ToUser("name@emailaddress"),true,false)

This is an automated checkbox, which you can then reference and incorporate into your report filtering and email notification and email subscription firing conditions.
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Polina

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Thank you, Laura! This looks more like a workaround, as I would like to work directly with the group of users. But I guess there's no way this can be done. Thank you for your help anyway!
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QuickBasePros_IDS, Champion

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This is a methodology to enable you to handle this situation where specific individuals need to be excluded from getting emails that their group is going to receive automatically; since you can't exclude that User from your Group.  The problem here is that as an Administrator, you are setting up a system to work for everyone; but you have individuals requesting special treatment (ie. no emails for me) - which means if you want to treat those individuals differently, you have to add elements to your application that allow your Rules to function accordingly.