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How To Schedule Forms Through Active Employees

Allyson Ryan
  • Updated

SchoolFront allows districts to schedule the sending of forms in the system at a future date. An example for this method would be to schedule forms for an employee who has been hired but won't be eligible for benefit enrollments for 6 months. By going to Active Employees, you can schedule the Benefits Enrollment forms to be sent automatically to the new employee at the 5-month marker so they can be enrolled when they are benefits eligible. This can also be effective to send the form-based civil service evaluation forms to a supervisor for their new hire at the appropriate intervals. 

Applicable Roles

  • HR Administrator
  • HR Team
  • Forms Administrator
  • Business Office

Contents

Schedule Form

Modifying Scheduled Forms

Details

Schedule Events

Schedule Emails

Schedule Runs

Schedule Now

Important Notes

Schedule Form

  1. Navigate to Active Employees and create and save a filter for the employees you wish to schedule the form for
  2. Select the employees by checking the boxes to the left of their staff ID column

If you do not first create and save a filter as a Saved Search, the schedule will not work or may run for all employees on the grid.

  1. Click Schedule Form

    Schedule Forms.png

  2. In the Schedule Form pop up, select the Form Category (Note: This selection will change layouts and options depending on the Form)

    Schedule Form1.png

  3. Select the Form

    Schedule Form2.png

  4. Enter the Schedule Name
  5. Click Save

Modifying Scheduled Forms

Navigate to Process Forms / Manage Scheduled Forms

  1. Click the magnifying glass next to the Form, the following tabs of the Form will display:

    1. Details

    2. Schedule Events

    3. Schedule Emails

    4. Schedule Runs

Schedule Form5.png

Details

  1. Click Edit to change the following aspects of the Scheduled Form:

    1. Make changes to the Schedule Name

    2. Check the box to Archive the scheduled form

    3. Check the box to Disable the Form

    Schedule Form5a.png

  2. Once changes are complete, click Save 

Schedule Events

  1. Click New Scheduled Form Event

    Schedule Form6.png

  2. In the Schedule Events Management pop-up window
  3. Enter the Start Date and End Date
  4. Enter the Time
  5. Select the Frequency

  6. Enter a number for the Quantity Between Runs

    Schedule Form6a.png

    1. The example above shows: If you want to create a form every weekday, set the Frequency as Weekly with the Quantity Between Runs set to 1

      Schedule Form6b.png

Additional Information

To create a monthly form to be generated, set the Frequency to Monthly and a Quantity Between Runs set to 1. This means the schedule will run every 1 month on the day set as the start date. 

For example, if you want a schedule to run on the first day of the month you would select the first day of the month you wish to begin the schedule and a quantity between runs of 1. If you wanted the schedule to run every 3 months on the first of the month, you would instead specify a Quantity Between Runs of 3. 

Copy Schedule

  1. If you have created an ideal schedule, click Copy Schedule to use the Schedule multiple times

    Schedule Form6c.png

  2. In the Copy Schedule pop-up, click Confirm the Copy

    Schedule Form6d.png

To Edit or Delete a Scheduled Form Event

Schedule Form6e.png

  1. To Edit - Click the Pencil Icon, make the changes in the Schedule Events Management pop-up and click save

    Schedule Form6ef.png

    Schedule Form6f.png

  2. To Delete - Click the Red Trash Bin and the system will prompt the following message:

    Schedule Form6g.png

  3. Click OK to confirm

Schedule Emails

  1. Select New Schedule Email

    Schedule Form Emails.png

  2. In the Schedule Email Management pop-up

    1. Select the Information Type drop-down options to receive an email based upon the status of the scheduled event: Error Only, Success Only, or Both 

    Schedule Form Emails1.png

  3. Select the Staff Member you wish to have emailed from the drop-down

    Schedule Form Emails2.png

  4. Click Save

Schedule Runs

The Schedule Runs tab will display the Completed runs (Succeeded or Failed) for the Schedule Form

Schedule Form Runs tab.png

 

Schedule Now

  1. To run the Form immediately and override the schedule within the form, check the box next to the Form name

  2. Click Run Now

    Schedule Form3.png

    1. Alternatively, you can click the magnifying glass and click Run Now within the Details of the Form

  3. The Run Schedule Form Now pop-up will display

    Schedule Form4.png

    Schedule Form4a.png

  4. Click Confirm Run Now 

Important Notes

  • A task runs every 15 minutes to see if there is anything to run, so a task scheduled for 7:01 may not run until 7:15. The task determines what needs to be run, then executes the saved search on the employee grid, and then generates the forms.
  • The search that is selected with the form is real-time, so the results could change if new users match/don’t match the search criteria.
  • Do not schedule to run in the middle of your feed from your financial platform.  You can currently determine this by looking at the Employee Import Log.  We will add a warning in the future at the top of the scheduler and may at some point prevent you from scheduling during the import time + / 30 minutes.  Scheduling during the run could give you unintended results for your search.
  • Users of the SchoolFront Attendance module can include the employee work schedule information in the employee search criteria (e.g. Works Today, Works Tomorrow, Worked Yesterday) to include / exclude employees. 

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