Setting Up Recurring Tasks

You can create a recurring task that will be completed by yourself, a specific position, another user, or an employee group based on filtering criteria for the item you selected. The task appears under the Task Dashboard for the assignees based on a set frequency. You can also set up a recurring task to be completed on behalf of a beneficiary (client, client placement, placement or an employee).

To set up a recurring task:

1. Navigate to the item you want to create a recurring task for (such as clients, employees, inventory items, etc.)

2. To manage recurring tasks for multiple items, from the Index screen, select the Options icon and then select Recurring Tasks.

   To manage recurring tasks for a specific item, select the index card to view the details, select the Options icon, and then select Recurring Tasks.

   

3. Select a recurring task to view or edit it or select the + icon to add a new one.

   

   The Recurring Task will open in a pop-up:

   

4. Enter a Description for the recurring task setup.

5. Leave the Active switch on if this recurring task is in use now. If you turn off the Active switch, you can optionally enter a date in the future to automatically make it active again. This is useful if someone goes on vacation.

6. Leave Action Type set to None unless you want to take the user to a particular screen, then select Open Screen instead.
7. Select the Set up task (new) or View/modify task (existing) link.

8. Complete the recurring task details.
   

   

   Field	Description
   Use List	Switch on to select a Task Definition List to quickly set up the task options.
   Task Definition List	If Use List is on, select the Task Definition List you want to use. Only Task Definition Lists with a Type of Recurring Tasks and of the same Beneficiary Type will appear in the list.
   Description	A Description for this recurring task. If using a list, you can use the description from the list or turn the switch off to enter your own description for the task.
   Details	The details or instructions for the recurring task. If using a list, you can use the details from the list or turn the switch off to enter different details.
   Priority	Normal, High or Low (Any associated messages/reminders are based on this priority). If using a list, you can use the priority from the list or turn the switch off to select a different priority.
   Frequency	The frequency determines how often this task recurs. If using a list, you can use the frequency from the list or turn the switch off to select a different frequency.
   Visible Timespan	If Available Now is not selected, the Visible Timespan, determines when the task first appears under Tasks. If using a list, you can use the settings from the list or turn the Visible/Earliest Timespan switch off to select a different setting.
   Earliest Timespan	If Available Now is not selected, the Earliest Timespan, determines when the data can be collected. It must be at the same time or after the Visible Timespan. If using a list, you can use the settings from the list or turn the Visible/Earliest Timespan switch off to select a different setting.
   Require Approval	Turn on to require that the completion of the task be approved. If using a list, you can use the setting from the list or turn the Source/Reminders switch off to select a different setting.
   Assignees	The staff-based relationships, manager-based relationships (if the task is on behalf of a benefciary such as clients, client placements, placements or employees), employee groups, positions and/or users who can complete this recurring task. If using a list, you can use the settings from the list or turn the Source/Reminders switch off to select different assignees.
   Approvers	If Require Approval is on, the manager-based relationships (if the task is on behalf of a benefciary such as clients, client placements, placements or employees), employee groups, positions and/or users that can approve the completed task. If using a list, you can use the settings from the list or turn the Source/Reminders switch off to select different approvers.
   Watchers	The manager-based relationships (if the task is on behalf of a benefciary such as clients, client placements, placements or employees),employee groups, positions and/or users that will watch this task. If using a list, you can use the settings from the list or turn the Source/Reminders switch off to select different watchers.
   Reminders	The assignees, watchers or approvers can receive a reminder before or after the task is scheduled to be completed in relationship to the frequency and due date/time. If using a list, you can use the reminders from the list or turn the Source/Reminders switch off to set up different reminders. A reminder will pop-up in the corner of the user's screen based on these settings. Users can also set up messaging preferences to receive an email or text message when they receive a reminder.

9. If you are setting this task up for multiple items, you can set a filter to specify which ones the tasks should be for. For example, all clients that have a guardian or all employees with a job title of manager.
10. When finished, select Save.

A new task will appear in the Task dashboard based on the recurring task setup for assignees to complete.

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