Example scheduled tasks

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Email task example
HDR Student Record Update task example
Committee Meeting Record Update task example
Report task example
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About this page

This help page provides some examples of scheduled tasks to provide guidance for usage.

Email task example

Purpose: To automatically email defined recipients to remind them to complete financial quarter tasks for 2022.

Field label	Input
Name	Financial quarter reminder
Description	To inform recipients that a new financial quarter has started and remind them to complete financial quarter tasks for the previous quarter.
Status	Pending
Start Time	01/01/2022 (at the start of the year)
Expire Time	02/10/2022 (after the final quarter for the year)
Action Settings
Action	Email
Email Template *	Financial Quarter Reminder Email
Occurrence Settings
Interval	Monthly
Month(s) to Recur on	January April July October
Day(s) to Recur on	1

HDR Student Record Update task example

Purpose: To automatically update the Enrolment Status field in the Enrolment & Progress related item to Approved Leave based on details in the Student Leave Details related item to indicate when the students are on leave. This example task is set to run on every weekday to keep Student records up to date.

Field label

Input

Name

Student Approved Leave Update

Description

Changes Enrolment Status in the Enrolment & Progress related item to Approved Leave for students with leave approved in their Student Leave Details related item

Status

Pending

Start Time

20/04/2022

Expire Time

Blank (will not expire)

Action Settings

Action

Record Update

Module

Select HDR Students

Fields to Update

Select the following:

Line	Area	Field to Update	New Value
1	Enrolment & Progress	Enrolment Status	Approved Leave

Rules

Select the following to identify all Student records that are current and that have approved leave that starts today.

Line	Area	Search On	Operator	Value
1	[Including] Enrolment & Progress	Current?	Equal To	Yes
2	[Including] Student Leave Details	Approved?	Equal To	Yes
3	[Including] Student Leave Details	Commencement Date	Equal To	Today's Date (Leave Minus Date as 0)

Occurrence Settings

Interval

Weekly

Repeat Every Number of Week(s)

1 (to run every week)

Day(s) to Recur on

Monday

Tuesday

Wednesday

Thursday

Friday

Click to view or hide: Example Record Update for HDR Student

Committee Meeting Record Update task example

Purpose: To automatically close meetings that were scheduled more than two weeks ago, to allow time for post-meeting activities such as adding minutes or assigning action items. This example task is set to run every day to keep Committee Meeting records up to date.

Field label

Input

Name

Close Meetings Scheduled Two Weeks Ago

Description

Changes Meeting Status in Committee Meeting records to Closed for meetings scheduled two weeks ago

Status

Pending

Start Time

20/04/2022

Expire Time

Blank (will not expire)

Action Settings

Action

Record Update

Module *

Select Committee Meeting

Fields to Update *

Select the following:

Line	Area	Field to Update	New Value
1	Manage Committee Meetings	Meeting Status	Closed

Rules *

Select the following to identify all Student records that are current and that have approved leave that starts today.

Line

Including/

Excluding

Area

Search On

Operator

Value

Plus Day(s) /

Minus Day(s)

Including

Manage Committee Meetings

Meeting Status

Equal To

Scheduled

Including

Manage Committee Meetings

Scheduled Date

Equal To

Today's Date

Minus Day(s)

Occurrence Settings Select the following to run the task on each weekday:

Interval

Daily

Repeat Every Number of Day(s)

Report task example

Purpose: To automatically email a report to all defined participants including non-RME people in the Finance department.