Asset Reminders

Setting Up an Asset Reminder

To set up a reminder for an asset, follow these steps:

Step 1: Navigate to the Asset Page

Open the asset for which you want to create a reminder.

Step 2: Create a New Reminder

Click on "Actions" in the top right corner and select "Set Reminder" from the dropdown menu.

Step 3: Configure Reminder Details

Fill out the following required information:

• Name: Enter a descriptive name for your reminder
• Message: Add details about what needs attention
• Alert Date: Set the date and time when the reminder should be sent
• Team Members: Select who should receive this reminder
• Repeat (optional, Plus and Team plans): Leave on Never for a one-time reminder, or pick Daily, Weekly, Every 2 weeks, Monthly, Every 3 months, Every 6 months or Yearly. A repeating reminder can also get an Ends on date

Step 4: Confirm Creation

Click "Confirm" to create the reminder. The system will send email notifications to selected team members when the alert date arrives. On the Plus, Team and Enterprise plans, team members who use Shelf Companion 1.7.0 or later also get a push notification that opens the asset.

Managing Reminders

Viewing Reminders

You can view reminders in two locations:

1. Asset Overview Tab: Shows upcoming reminders in the reminders widget
2. Alerts Tab: Displays all reminders associated with the asset

Editing Reminders

You can edit pending reminders by:

1. Going to the Alerts tab
2. Finding the reminder you want to modify
3. Clicking the edit icon
4. Making your changes
5. Clicking "Confirm" to save

Deleting Reminders

To delete a reminder:

1. Navigate to the Alerts tab
2. Locate the reminder you want to remove
3. Click the delete icon
4. Confirm deletion

Important Notes:

• One-time reminders can only be edited while they are in "Pending" status
• Once a one-time reminder has been sent, it cannot be edited, only deleted. Repeating reminders stay editable
• Deleting an asset will also delete all associated reminders
• You cannot set reminders for dates in the past
• Multiple reminders can be set for the same asset

Repeating Reminders

On the Plus and Team plans, a reminder can repeat on a schedule. After each occurrence Shelf moves the reminder to its next date, so the reminder lists always show the next one due, with the cadence (for example Monthly) under the date.

• Same time, same day: each occurrence goes out at the reminder's time of day. Weekly cadences keep the weekday; monthly and longer ones keep the day of the month. A series set on the 29th to 31st moves to the last day of a shorter month and stays on that day afterwards.
• What the email says: each email names the next date, and the last email of a series with an end date says it was the last one. Every occurrence also leaves a note on the asset.
• Editing: a repeating reminder stays editable while it runs. Editing changes the whole series, including the next date. Set Repeat to Never to turn it back into a one-time reminder.
• Ending: set an Ends on date, or delete the reminder to stop it at any time.
• Archived assets: while an asset is archived its repeating reminders show Paused and send nothing. Once the asset is reinstated, they continue from the next date.
• Free plan: the Repeat option is locked to Never. If a workspace moves to the free plan with repeating reminders already set, the next email still goes out and says that later ones will not be sent. After that the series sends nothing until the plan includes repeating reminders again. Its name, message and recipients can still be edited, and it can be turned off or deleted, but its schedule cannot be changed.

Reminder Statuses

Reminders can have the following statuses:

• Pending: Scheduled but not yet sent
• Sent: Notification has been delivered to recipients
• Paused: The asset is archived, so the reminder sends nothing until the asset is reinstated

Team Member Considerations

• Only workspace members can be selected as reminder recipients
• If a team member is removed from the workspace, any reminders assigned to them will be sent to the workspace owner instead
• You can assign multiple team members to receive the same reminder