Time-based alerts in Apricot Enterprise let administrators trigger automated notifications linked to specific dates — such as participant birthdays, compliance deadlines, or overdue check-ins. These alerts ensure caseworkers stay informed and proactive without manually tracking key dates.
Step 1: Go to the Rules & Alerts area
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Navigate to the Administrator tab.
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Open Workflow Station, then select Rules & Alerts.
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You’ll see a list of any existing rules configured for your site.
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Step 2: Create a new rule
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Click New Rule in the top-right corner.
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Enter a Rule Name and a Rule Description (optional, but helpful for clarity).
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Set the Status to On.
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This ensures your rule becomes active as soon as it’s saved.
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Step 3: Define the trigger
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Under Trigger, select the Form to which the rule will apply.
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Choose the Event Type — scroll to the bottom of the list to find the Time-Based Alerts options.
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Examples include:
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Day Of – Fires when the selected date field matches today’s month and day (e.g., birthdays).
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Upcoming – Fires a set number of days before the selected date (e.g., compliance due dates).
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Time Passed – Fires a set number of days after the selected date (e.g., follow-up reminders).
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For a “Day Of” alert, select the Field that contains the date the rule should monitor (for example, Date of Birth).
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When the date matches today’s month and day, the alert will fire automatically.
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Note: Only date-type fields can be used for time-based alerts.
Step 4: Configure the alert action
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In the Action section:
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Write the Notification Message — what users will see when the alert is triggered.
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Choose the Notification Type:
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In-product, Email, or Both.
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Define your Audience — who will receive the alert.
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You can target recipients by:
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Site, Program, Role, or Specific User.
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Alternatively, choose by User Type such as:
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Standard and Guest Users
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Admin Users
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All Users
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Step 5: Save and review
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Review your configuration to confirm the rule logic and audience settings are correct.
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Click Save to activate the time-based alert.
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Once saved, the rule will automatically generate alerts when its date condition is met
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What else do you need help with?
Learn more about Rules & Alerts in Apricot:
FAQs and Additional Resources
How do I configure time-based alerts in Apricot? | Where do I find time-based alert settings in Apricot? | How do I set a schedule for time-based alerts? | Why aren’t my time-based alerts sending? | How do I edit time-based alert criteria? | How do I delete a time-based alert in Apricot? | What permissions do I need to create time-based alerts?