How To Schedule Forms on Active Employees

Applicable Roles

• HR Administrator
• HR Team
• Forms Administrator

Contents

Schedule Form

Modifying Scheduled Forms

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 or select them by checking the boxes in the far-left column, next to the employee's names.

*Please Note: 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.

2. Click "Schedule Forms":

3. 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:

4. Once you have entered the Schedule Name and both Form Category and Form are selected, select "Save" at the bottom of the dialog box
5. Next navigate to Process Forms / Manage Scheduled Forms:
6. To run a Form immediately and override the schedule within the form, check the box next to the Form name and click "Run Now":

7. This window will open, click "Confirm Run Now" to run the form:

Modifying Scheduled Forms

1. Select the magnifying glass next to the Form, the following tabs of the Form will display below: Details, Schedule Events, Schedule Emails and Schedule Runs:

Details

1. Click "Edit" to change:

• Schedule Name

• Archive

• Disable the Form

2. Click Save 

Schedule Events

Tab options Include: Copy Schedule, Add New Scheduled Form Event, Export Schedule Events List, Edit or Delete Scheduled Events

New Schedule Form Event

1. Select "New Scheduled Form Event"

2. In the pop-up window, select the Start and End Date, Time, Frequency, and Time between runs:

   

As the example above shows, if you want to create a form every weekday, set as weekly with the quantity between runs set to 1, then create one for each day of the week. 

• If you want 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. 

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

1. Select New Schedule Email
2. Select from the drop-down: Error Only, Success Only, or Both to receive an email based upon the status of the scheduled event:

3. Select the Staff Member you wish to have emailed:

4. 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.