How to automatically email customers when the subscription is about to expire using Scheduled Tasks
You can use QLM's scheduled tasks to automatically email customers before their subscription expires. To send daily emails to customers whose subscription expires in the next 30 days, follow the steps below.
Note that the same steps can be used to email customers whose maintenance plan expires in 30 days. To do so, replace the field SubscriptionExpiryDate with MaintenanceRenewalDate in the steps below.
A. Configure a search
Click on the Manage Keys tab
Click on the Search drop-down and select Edit Searches
Click on Add to add a new search
Set the Name to: Expiring Subscriptions (or any name you wish)
Set the SQL field to: SubscriptionExpiryDate > [today_start] And SubscriptionExpiryDate < [today_start+30]
Since a subscription can be associated with multiple license keys, to ensure that a customer receives a single email for a given subscription, go to the Advanced tab and set the following fields:
Distinct Field: ReceiptID (this is the internal name of the SubscriptionID)
Unique ID Field: LicenseID
Click OK
B. Configure a Scheduled Task
On the ribbon bar, click on the Tools / Scheduled Tasks
Click on Add to add a new task
Set the Name to: Expiring Subscription (or any name you wish)
Select your License Server
In the Search drop-down, select the Search we created earlier: Expiring Subscriptions
Set the Schedule Run every to: 1 Day
In the Email tab, check Enable Email Notifications
Check "Send to customer"
If you would like to send yourself the email, enter your email in the Cc or Bcc field.
Enter a Subject for the email
Select an Email Profile and an Email Account. For more information about configuring Email Profiles, click here.
Select an Email template (you can create an email template from the ribbon bar Mail / Templates). For example, select "2. Subscription Expiry"
If you would also like to get a popup alert for new orders, click on the Alert tab, enable it and enter text for the Alert.
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