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Date-Based Alert Rules

Overview​

An alert rule watches a date field and notifies people as that date approaches. Typical examples:

  • A probation period ending
  • A contract expiring
  • A certificate running out

You define the rules yourself; nothing is hard-coded. Each rule states which records it watches, which date it counts from, how far from that date the alert fires, and who gets notified.

Where to Find Alert Rules​

The HR Admin tab in Salesforce has an Alert Rules entry. Open it to create and manage your alert rules.

Creating a Rule​

The alert type is Date-based. You configure the following settings on a rule:

SettingWhat it does
Name and DescriptionIdentify the rule.
Object API NameWhich record type the rule watches.
Date FieldThe date on that record the rule counts from.
Offset Amount, Offset Unit, Offset DirectionHow far from that date the alert fires, and whether before or after it.
Recipient TypesWho gets notified — the employee, their manager, or both.
Notification Subject Template and Notification Body TemplateThe wording of the notification.
Create TaskAlso create a task alongside the notification.
ActiveWhether the rule runs.

Choosing the Object and Date Field​

Object API Name decides which record type the rule watches. Date Field is the date on that record the rule counts from — for example, the date a probation period ends, a contract expires, or a certificate runs out. Pick the record type that holds the date you care about, then pick that date.

Setting the Offset​

The Offset Amount, Offset Unit, and Offset Direction work together. The amount and unit define how far from that date the alert fires, and the direction defines whether it fires before or after that date. Use the offset to alert people early enough to act — for example, before a probation period ends rather than on the day it ends.

Choosing Recipients​

Recipient Types decides who gets notified: the employee, their manager, or both.

Wording the Notification​

The Notification Subject Template and the Notification Body Template define the wording of the notification. If you also want a task alongside the notification, enable Create Task.

Activating the Rule​

Active decides whether the rule runs. Deactivate it to pause the alerts without deleting your configuration.

A date-based alert rule showing the Information, Object and Offset sections alongside the Affected records preview panel

Checking a Rule Before You Rely on It​

The rule shows an Affected records (preview) panel listing what it will act on. The panel has three columns:

  • Record
  • Event date
  • Execution date

Until the rule is complete and saved, the panel says "Complete and save the alert rule to see matching records." Once the rule is saved, the panel summarises the window it is showing. When nothing matches, it says "No upcoming processing dates found in this window".

Check this panel before you rely on a rule. It shows exactly which records the rule will act on, the event date it counts from, and the execution date — when the rule will act on each record.

Use Cases​

Probation Period Ending​

Watch the date a probation period ends. Set the offset so the alert fires before that date, and notify the manager — or the employee and their manager — so there is time to prepare the review.

Contract Expiring​

Watch the date a contract expires. Alerting before the expiry date, with the employee and their manager as recipients, gives you time to discuss the renewal before the contract runs out.

Certificate Running Out​

Watch the date a certificate runs out. Notify the employee — and optionally their manager — far enough in advance that the certificate can be renewed before it expires.