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77 lines
3.2 KiB
Markdown
77 lines
3.2 KiB
Markdown
---
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layout: docs
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title: Notify about due items
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permalink: doc/notifydueitems
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---
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# {{page.title}}
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Each user that provides valid email (smtp) settings, can be notified
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by docspell about due items. You will then receive an e-mail
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containing a list of items, sorted by their due date.
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You need first define smtp settings, please see [this
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page](mailitem#e-mail-settings).
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Notifying works simply by searching for due items periodically. It
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will be submitted to the job queue and is picked up by an available
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[job executor](joex) eventually. This can be setup in the user
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settings page.
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<div class="thumbnail">
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<img src="../img/notify-due-items.jpg">
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</div>
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At first, the task can be disabled/enabled any time.
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Then two settings are required for sending an e-mail. You need to
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specify the connection to use and the recipients.
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It follows some settings to customize the query for searching items.
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You can choose to only include items that have one or more tags (these
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are `and`-ed, so all tags must exist on the item). You can also
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provide tags that must *not* appear on an item (these tags are
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`or`-ed, so only one such tag is enough ot exclude an item). A common
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use-case would be to manually tag an item with *Done* once there is
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nothing more to do. Then these items can be excluded from the search.
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The somewhat inverse use-case is to always tag items with a *Todo* tag
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and remove it once completed.
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The *Remind Days* field species the number of days the due date may be
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in the future. Each time the task executes, it searches for items with
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a due date lower than `today + remindDays`.
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If you don't restrict the search using tags, then all items with a due
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date lower than this value are selected. Since items are (usually) not
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deleted, this only makes sense, if you remove the due date once you
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are done with an item.
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The last option is to check *cap overdue items*, which uses the value
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in *Remind Days* to further restrict the due date of an item: only
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those with a due date *greater than* `today - remindDays` are
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selected. In other words, only items with an overdue time of *at most*
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*Remind Days* are included.
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The *Schedule* field specifies the periodicity. The syntax is similiar
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to a date-time string, like `2019-09-15 12:32`, where each part is a
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pattern to also match multple values. The ui tries to help a little by
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displaying the next two date-times this task would execute. A more in
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depth help is available
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[here](https://github.com/eikek/calev#what-are-calendar-events). For
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example, to execute the task every monday at noon, you would write:
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`Mon *-*-* 12:00`. A date-time part can match all values (`*`), a list
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of values (e.g. `1,5,12,19`) or a range (e.g. `1..9`). Long lists may
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be written in a shorter way using a repetition value. It is written
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like this: `1/7` which is the same as a list with `1` and all
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multiples of `7` added to it. In other words, it matches `1`, `1+7`,
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`1+7+7`, `1+7+7+7` and so on.
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You can click on *Start Once* to run this task right now, without
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saving the form to the database ("right now" means it is picked up by
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a free job executor).
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If you click *Submit* these settings are saved and the task runs
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periodically.
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You can see the task executing at the [processing page](processing).
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