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Configure task reminder and task update notifications

Configure task reminder and task update notifications

Use this guide to set up and operate task reminder notifications in wxrks, including template customization and the controls that affect reminder delivery.

Audience: Account admins, and project managers who manage task notifications.
​ Permissions: You need access to Account Settings, Organizational Unit settings, and task update actions to configure and send reminders.

Key concepts

Term

Meaning

Task Reminder

Notification sent for assigned tasks to remind vendors about due dates.

Task Instructions Updated

Notification sent when instructions change for an assigned task.

Task Status Changed

Notification sent when task status changes (except excluded statuses).

Account-level reminder setting

Global account switch that also updates all Organizational Units in the account.

Organizational Unit reminder setting

Per-OU switch that controls whether reminders are allowed for tasks in that OU.

1. Enable task reminders at account level

  1. Go to Settings.

  2. Open Account Settings.

  3. Open Usage.

  4. In account settings cards, find Enable Task Reminder Notifications.

  5. Turn it on and confirm the dialog to replicate the setting to all Organizational Units.

2. Confirm reminder settings at Organizational Unit level

  1. Go to Organizations.

  2. Open Org. Units.

  3. Open the target Organizational Unit.

  4. Open the Notifications tab.

  5. Turn on Enable Task Reminder Notifications for that OU.

3. (Optional) Adjust automatic reminder threshold

  1. Go to Settings.

  2. Open Automation Settings.

  3. Open Task Placement.

  4. Open the Task Due Date Calculation tab.

  5. Set Reminder Threshold (%) to control how much of task due-date time must elapse before automatic reminders are sent.

4. Customize notification templates

  1. Go to Settings.

  2. Open Account Settings.

  3. Open Notifications.

  4. Open the Notification Template tab.

  5. In Templates, configure:

  6. Task Reminder

  7. Task Instructions Updated

  8. Task Status Changed

  9. Edit Email Title, Email Body Message, and Email Footer Message, then click Save.

For practical template content, keep placeholders such as:

  • PROJECT_REFERENCE_NAME, PROJECT_NAME, FILE_NAME

  • TASK_WORKFLOW, TASK_SOURCE_LANGUAGE, TASK_TARGET_LANGUAGE, TASK_DUE_DATE

  • TASK_INSTRUCTIONS, SEE_ALL_TASKS_LINK, TASK_ON_EDITOR_LINK

  • TASK_PREVIOUS_STATUS, TASK_NEW_STATUS (for Task Status Changed)

5. Send manual reminders from task screens

You can trigger manual reminders from task UI actions when the task is eligible:

  1. Open a task list or task details view.

  2. Use Send Reminder:

  3. On task details title bar (single task), or

  4. In task row actions (single task), or

  5. In bulk task actions (multiple selected tasks).

Important behavior and edge cases

  1. Reminder sending is available only when the reminders feature is enabled for the Org Unit.

  2. Task-level eligibility requires an assigned task with a valid assignee.

  3. Reminder emails are sent only when vendor email notifications are enabled and task reminder setting is enabled for the Organizational Unit/account resolution.

  4. Task Instructions Updated emails are sent only for assigned tasks with a valid assignee and active notification eligibility.

  5. Task Status Changed emails skip excluded statuses (for example, invoiced) and follow the same notification eligibility checks.

  6. If user notification settings are disabled or user status is no longer active, queued events are not sent.

Troubleshooting

Issue

What to check

Send Reminder button is disabled

Confirm task is ASSIGNED, has an assignee, and your user has permission to update tasks.

Reminder emails are not arriving

Confirm account-level and OU-level reminder settings are enabled, and vendor email notifications are enabled for the OU/project context.

Instructions/status emails were expected but not sent

Confirm assignee is active with notifications enabled and that the task still matches notification eligibility at dispatch time.

Automatic reminders are too early/late

Review Reminder Threshold (%) in Settings > Automation Settings > Task Placement > Task Due Date Calculation.

Quick reference

Item

Value

Account-level path

Settings > Account Settings > Usage

Template path

Settings > Account Settings > Notifications > Notification Template

OU-level path

Organizations > Org. Units > (Open OU) > Notifications

Automation threshold path

Settings > Automation Settings > Task Placement > Task Due Date Calculation

Main templates

Task Reminder, Task Instructions Updated, Task Status Changed

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