Scheduled Task Templates

Scheduled Task Templates are part of the ISM Module and allow users to automate the scheduling of regular, recurring tasks such as perimeter security checks or routine cleaning. All tasks generated by a Scheduled Task Template are automatically displayed on the Task Grid with a Task Type of Scheduled Tasks.

Scheduled Task Templates can be created, edited, and deleted as needed to ensure they meet the evolving needs of your organization, providing a central location to manage and review all scheduled activities.

Task Management > Scheduled Task Templates

The link will open the Scheduled Task Templates grid. It is a grid view which can be searched, sorted and customised as normal.

Available from 5.7.0.0

The Scheduled Task Templates grid has been made a tabbed grid to improve the access and availability of the Scheduled Task data:

Scheduled Task Templates
Logs

Scheduled Task Templates - Main Grid Tab

Click to view more detail.

To add a new Scheduled Task Template click New , to edit an existing Scheduled Task Template click Edit . A pop up window will appear which will allow the creation or amendment of a Scheduled Task Template.

Click to view - Scheduled Task Templates General Tab Fields and Descriptions

Field Name	Description
Name	The name of the Scheduled Task Template.
Enabled	Check the box to enable the Scheduled Task Template.
Last Run	Auto-populated with the date the template last ran.
Original Task	Available from 5.7.0.0 Hyper-linked read only field auto-populated with the Task Id when the Scheduled Task Template has been created from an existing Task.
Description	Free text description of the Scheduled Task Template.

Scheduled Task Template Icons and Descriptions

Icon	Feature	Description
Toolbar button group - Save
	Save	Click to save changes to the current record.
	Save and Close	Click to save changes to the current record and close the window.
	Save and New	Click to save changes to the current record and refresh the window ready to add a new record.
	Delete	Click to delete the current record.
	Copy	Available from 5.7.0.0 Click to create a copy of the current record. All information from the original Scheduled Task Template will be copied and populated in the input panel to be saved when the user clicks the Save button.
	Close	Click to close the window without saving.

Click to view - Scheduled Task Templates Schedule Tab Fields and Descriptions

Field Name	Description
Recurrence pattern	Set the radio button to dictate how often the template will generate a Task. enter the generation period and timings e.g. generate every 2 hours.
Minutes	Every :The Task will be scheduled this many minutes apart. Between: The earliest and latest times of day during which the Task will be scheduled. Ignore non-working days: If ticked, the Task will not be scheduled on non-working days (e.g. weekends.). Ignore holidays If ticked, the Task will not be scheduled on Statutory holidays against the Contract.
Hours	Every: The Task will be scheduled this many hours apart. Between: The earliest and latest times of day during which the Task will be scheduled. Ignore non-working days If ticked, the Task will not be scheduled on non-working days (e.g. weekends.). Ignore holidays If ticked, the Task will not be scheduled on Statutory holidays against the Contract.
Days	Every: The Task will be scheduled this many days apart. Ignore non-working days: If ticked, the Task will not be scheduled on non-working days (e.g. weekends.). Ignore holidays: If ticked, the Task will not be scheduled on Statutory holidays against the Contract.
Weeks	Every: The Task will be scheduled this many weeks apart. Days: Tick the days of the week on which the Task will occur. Ignore holidays If ticked, the Task will not be scheduled on Statutory holidays against the Contract.
Months	On day X of the month: Choose this option to specify an exact date on which the Task should occur in months where it happens. On the Xth Y of the month: Choose this option to specify a smarter scheduling requirement, such as "the first Monday of the month", or "the last working day of the month". in months: tick the months in which the Task should be scheduled to occur. Every X Month(s): Choose this option to generate a scheduled Task on a regular monthly basis Available from 4.5.6.0 Ignore holidays If ticked, the Task will not be scheduled on Statutory holidays against the Contract.
Range of recurrence	Set start and end ranges to dictate how long the scheduled Task Template will continue to generate Tasks e.g. starting from today with no end date.
Start	The date when the first occurrence of this Scheduled Task should happen (when the schedule should start running), the default is the date when the Scheduled Task Template was created.
No end date	If this option is selected, the schedule will run indefinitely.
End After	If this option is selected, the schedule will stop after a certain number of iterations.
End by	If this option is selected, the schedule will stop on a certain date.
Advance Generation
Generate Tasks	Set how far in advance Scheduled Tasks will be generated e.g. 1 day before.

Click to view - Scheduled Task Templates Task Details Tab Fields and Descriptions

Field Name
Reporter	From the drop down select the reporter of the Scheduled Task - connected to Contacts.
Phone	Enter the phone number of the reporter - this may auto-populate from the Contacts information.
Email	Enter the email address of the reporter - this may auto-populate from the Contacts information.
Req. ID	Enter a req.id.
Building	From the drop down select the Building - for more information see Building Register. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Location	From the drop down select the Location - this will filter according to the Building selected - for more information see Location Register. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Department	From the drop down select the Department - for more information see Departments.
Category	From the drop down select the Task Category. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Priority	From the drop down select the Priority.
Discipline	From the drop down select the Discipline.
Contract	From the drop down select the Contracts - for more information see Contracts.
LoC	From the drop down select the Level Of Completion.
Problem	From the drop down select the Instruction Set - for more information see Instruction Sets.
Details	Enter details of the Task - this may auto-populate from the Instruction Set.
Fault Code	From the drop down select the Fault Code - for more information see Fault Codes.
Serv.Type	From the drop down select the service type - the default is Non Service Call.
H & S	Check the box if this is a Health and Safety Task.
Cost Centre	From the drop down select the Cost Centre - for more information see Cost Centres. Available from 6.1.0.0 Cost Centres that have a Historic or Suspended state are excluded from this list. Available from 6.1.2.0 In addition to any Contract View restrictions applied to Cost Centres for the Contract related to this entity, this field may be additionally filtered to show only those Cost Centres that have been assigned to the related Building. If a Cost Centre that's assigned to the related Building is set as the default for the Building it will be set automatically in this Cost Centre auto-complete. If the user subsequently changes the related Contract, where the selected Cost Centre is not available, the Cost Centre value (and Cost Code if selected) will be cleared.
Compliance	From the drop down select the Compliance Type - for more information see Compliance Types.
Asset Code	From the drop down select the Asset - for more information see Asset Register
Cost Code	From the drop down select the Cost Code - this will filter according to the Cost Centre selected - for more information see Cost Codes. Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list.
Team	From the drop down select the Team.
Source	From the drop down select the Caller Source
Task created by	Auto-populated with the User who created the Scheduled Task, this can be manually altered if required.
Resource	From the drop down select the Resource - for more information see Resources

Complete the fields and click Save . Once the Scheduled Task header has been completed and saved a sub navigation will appear to allow additional entities to be viewed and assigned.

These include:

Logs
Tasks
Notified Users
Mobile Audits
Regulations
Requirements
Permits

Logs

Tasks

Notified Users

Mobile Audits

Regulations

Requirements

A Scheduled Task Template must be enabled to create Tasks

Permits

Logs - Main Grid Tab