Scheduled tasks

The scheduled tasks function enables you to schedule a Vital Record Review and Update to be performed on a record. For example, your organisation may have determined that some of its records are considered vital and stores copies of them off-site. Content Manager scheduled tasks enable you to schedule automatic notifications by email that the off-site copies need updating if the originals were updated. For this functionality to be available, the option Automatic vital record review and update must be selected in the System Options Miscellaneous page.

The default Vital Record Review and Update scheduled task is already set up in Content Manager for your use. It is tied to the value of a record's and Classification's record class.

Content Manager automatically and immediately creates Vital Record Review and Update scheduled tasks for records and Classifications that have their record class updated to be Vital. Users may make a record's record class Vital manually, or records may inherit the record class from a Classification with the record class Vital, because they were created with that Classification. See also Modifying Record Class for instructions about setting a record's class to Vital.

When the due date for the scheduled task arrives, Content Manager automatically processes the records that have scheduled tasks:

  • Content Manager adds the records to the responsible user's Scheduled Tasks Due tray
  • Content Manager generates and sends email to the responsible Location advising them that a scheduled task is due for action

When you later change the record class to any other class, for example, Corporate or Temporary, Content Manager removes the Vital Record Review and Update scheduled tasks.

You can only apply one scheduled task to a Classification.

The Content Manager administrator must activate the feature Vital Records in Content Manager for the scheduled tasks functions to become available:

  1. On the Administration menu, click System Options , select the Features page and tag the feature Vital Records.

    See System Options Features page.

  2. Click OK. You do not need to re-start Content Manager.
    Content Manager enables the following features:
    • Users can schedule an action or task that needs to be performed on a Classification.

      See Creating scheduled tasks below.

    • Records and Classifications now have the tab Scheduled Tasks in their Properties dialogues.
  1. Right-click a Classification or record, and then click Properties
  2. Select the Scheduled Tasks tab, which displays the scheduled tasks
  3. Double-click a task to view its parameters

Content Manager creates the Vital Record Review and Update scheduled tasks for Classifications and records when their record class is set to Vital. There is no way to do this manually.

However, you can access the scheduled task properties by double-clicking it in the individual record or Classification Properties - Scheduled Tasks tab.

Here, you can manually change the task, for example, the assignee or the review pattern, if you have the user permissions.

  1. Right-click a Classification and select Properties.

    The Classification properties General tab appears.

    • In the Record Class field, change the class to Vital
    • Select the Scheduled Tasks tab - if you click OK at this stage, Content Manager will prompt you to select the Scheduled Tasks tab first to confirm or modify the new scheduled task details
    • Right-click the task, click Properties and fill in the fields:
      • Scheduled Task Type - the type of scheduled task you want to apply - defaults to Vital Record Review and Update
      • Assigned To - the Location to take responsibility for the scheduled task action
      • Commencement date - the date the scheduled task is due to start
      • Finishing date - the date the scheduled task is due to finish.

        If this field is left blank, the task will be scheduled forever.

      • Next Due Date - the next date the scheduled task is set to be applied
      • Interval Size - the interval period length to elapse before the next scheduled task repetition should run
      • Interval Type - the type of interval period to apply:
        • Days
        • Weeks
        • Months
        • Years
      • Number of times performed - the number of times the scheduled task has been run
    • Scheduled Tasks Actions tab - displays the actions that have been performed - this will be blank for new scheduled tasks
    • Notes tab - any additional information about the scheduled task.

      See Notes.

  2. Click OK.

    The task details will appear in the Scheduled Task Actions tab after selecting the scheduled task properties.

    NOTE:

    If an event is scheduled every day, then Content Manager will generate a task regardless of the calendar settings.

    This includes weekends and non-working days.

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