Getting to Advanced Scheduling
From the main menu select "Scheduling"
New Schedule Setup Screen
The Scheduling feature allows you to schedule the creation of new tasks for the future. Also, the feature allows you to schedule recurring tasks.
In the example above we are scheduling a new task to be created every day for Bob and Mary starting on April 20th. The Tasks are for Bob and Mary to submit a new activity using the "Asset Inspection" App, which already belongs to "Team 2," and these tasks will have a due date 7 days after the date of creation.
If you need the tasks to be created every 2 days, you have to change the repeat value like this:
You can schedule a single new task by choosing "Repeat None". Additionally, if you want to schedule recurring tasks you can choose between yearly, monthly, weekly, or daily.
Scheduling a recurring task that repeats every month by "day of the month" means that the task will be created every month on the same number day as the start date (in this case, day 20).
If your Schedule start date is on January 31st, the next month will not have 31 days. In which case, the task will be generated on the last day of that month.
Scheduling a recurring task that repeats every month by the day of the week; means that the task will be generated every month on the day of the week represented by the start date. In this example, the start date is April 20 (2021), which is the third Tuesday of April, which means that the next task will be generated on the third Tuesday of May.
If you want this to be every two months instead of every month, there will be no new task generated in May, and the next task will be generated on the third Tuesday of June.
And last but not least, if you want to schedule new tasks weekly, you can choose the days of the week when tasks should be created.
In this case, the user selected Monday and Wednesday. Since the start date is a Tuesday, the first task will be generated on April 21st, which is a Wednesday, and the next task will be generated on April 26th, which is a Monday, and so on.
Scheduling Overview Screen - Three types of Schedules.
White Schedules are Schedules with active tasks.
Grey/Faded rows represent Schedules that are no longer active because the END DATE is in the past. This will be the case for Schedules that are not recurring.
For example, this is the case if you schedule a new task for next week, but it is not a task that you need to create weekly but only once. In this case, next week, after the Schedule generates the new task, the Schedule will turn itself inactive and show up transparent.
After Schedules Are Saved and Setup
Schedule assignees will be notified by email. In the case of a recurring Schedule, they will be able to add those events to their calendar.
Task assignees will be alerted by email when the scheduled tasks are created. They will also be able to view their tasks from the "Tasks" screen.
Assignees will complete scheduled tasks the same way they complete regular tasks. You can read more about tasks here.
Users will be able to add recurring scheduled tasks to their Gmail and Microsoft Outlook calendars.