This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
How the Remind to run workflow bot works
Automate reminder emails when it's time to send a specific altaFlow workflow. Set up a schedule — daily, weekly, monthly, or custom — and the bot will email designated recipients to prompt them to start the workflow. Ideal for recurring HR reviews, quarterly reports, compliance filings, or any process with a predictable cadence.
Use case example: Your company runs a comprehensive HR policy that motivates staff to set individual career goals every year. Employees submit goals in December, then focus on implementation through the following year. To avoid missing deadlines, configure the Remind to run workflow bot to email employees a few days before submission — no manual chase-ups needed.
How to set up
When does the bot work by default:
Add the bot depending on your needs as described in this article. You may install this bot using the All bots section.
Find the Remind to run workflow bot in the list of bots and click Install bot.
Action settings
1. Indicate the email addresses of recipients or select the ones from the address book to receive a reminder to run the workflow.
Note: the recipient should have an altaFlow account to initiate the workflow run.
2. Edit the default reminder message if needed, or feel free to enter your own text.
3. Decide when you want the reminders to be sent:
Days of the week
Days of the month
Every day
Custom settings
4. Decide when the reminders should be stopped:
Never (if you don't want to stop sending reminders)
On exact time (if you want the bot to stop sending reminders on an exact date)
After number of occurrences (the bot will stop sending reminders once the limit you indicated has been reached)
Conditions
Set conditions to send reminders only in specific scenarios. Common use cases include:
Skip on holidays: Add a date-based condition to skip sending reminders on public holidays or company closure periods.
Role-based reminders: Only remind employees whose role matches "Manager" or "Team Lead" — avoid spamming interns with executive-level workflows.
Region-based scheduling: Send reminders only to EMEA employees during their business hours, US employees during theirs.
Escalation logic: If a reminder is sent and the workflow still isn't run after N days, use conditions to fire a follow-up to the recipient's manager.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Advanced settings
Fine-tune how the bot sends reminders:
Run frequency: Reminder frequency is set in Action settings (weekly, monthly, etc.). Advanced settings here control whether the bot retries on failure or continues normally.
Failure handling: If SMTP is unavailable during the scheduled reminder time, choose whether to skip silently (next reminder will fire on schedule) or halt the schedule for admin review.
Document tags: Tag the workflow with "reminder-active" so you can filter and audit which workflows have active reminders in your dashboard.
Learn more about adjusting Advanced settings in the bot setup glossary.