Applicable Roles:
- HR Administrator
- HR Team
- Forms Administrator
Navigate to Active Employees and create and save a filter for the employees you wish to schedule the form for or select them by checking the boxes in the far-left column, next to the employee's names.
*Please Note: if you do not, the system will schedule every employee to get form.
Click "Schedule Forms":
Select the Form Category. This dialog box will change layouts and options depending on the Form/Form Category:
If more than one form exists for that category, select the Form:
Select Save at the bottom of the dialog box, once you have entered the Schedule Name and both Form Category and Form are selected.
Next navigate to Process Forms, Manage Scheduled Forms:
To run a Form immediately and override the schedule within the form, check the box next to the Form name and click "Run Now":
This window will open, click "Confirm Run Now" to run the form:
Modifying Scheduled Forms
Select the magnifying glass next to the Form, the details of the Form will display below, along with tabs for Schedule Events, Schedule Emails and Schedule Runs:
Details
Click "Edit" to change the Schedule Name, Archive or Disable the Form:
Schedule Events
Select New Schedule Form Event:
Select the Start and End Date, Time, Frequency, and Time between runs. For example:
If you want to create a daily form to be sent, set as weekly with the quantity between runs set to 1, then create one for each day of the week:
Note: You may use the Copy Schedule so that if you create your ideal schedule, you can then click "Copy Schedule" to use it multiple times.
Schedule Emails
Select New Schedule Email
Select Either Error Only, Success Only, or Both to receive an email based upon the status of the scheduled event:
Select the Staff Member you wish to have emailed:
Select Save
Schedule Runs
This lists the Complete runs (Succeeded or Failed) for the job:
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.