The Scheduled Tasks module automatically generates work orders based on predefined schedules and business requirements. Once configured, the system creates work at the appropriate intervals without requiring manual intervention.

Prerequisites

Before configuring Scheduled Tasks, ensure the following items have already been created in the system:

• Scheduled Task Matrix
• Workflow
• Categories
• Reference Lists

Access to the following menu locations is required:

• Manage > Scheduled Tasks > Configuration
• Manage > Scheduled Tasks > Planner

Scheduled Task Components

Scheduled Tasks are built from three connected components:

• Instruction – Defines an individual activity that must be completed.
  • What are we asking someone to do?
• Instruction Set – Groups one or more Instructions together and defines how often they should occur.
  • How should this work be delivered and completed?
• Template – Configures the Scheduled Tasks and determines which sites they are applied to. 
  • When does it happen, where does it happen, and who does it?

These components must be created in the following order:

1. Create one or more Instruction
2. Create the Instruction Set
3. Create the Template

Configuration is not complete until all three components have been created and linked together.

Step 1: Create an Instruction

The Instruction defines the work that will be performed. 

• Example Instruction: Test smoke and CO alarm batteries

To manage instructions, navigate to Manage > Scheduled Tasks > Configuration in the header menu, then navigate to the Instructions tab. 

Click the name of an existing instruction to edit it, or click Operations and Create to add a new instruction.

The Create Instruction window has three tabs:

1. Details
   1. Required fields: Name and Response Method (select “Activity Result" or “Inspection Result” from the Response List dropdown)
   2. Written instructions, estimated duration, associated costs, and documents containing instructions or completion notes may be added. 
2. Matrix
   1. This step can be skipped and assigned at a later stage. 
   2. If completed, Location and Type must be selected from the list of existing matrices in the tenant.
3. Assets
   1. You may choose to assign specific Assets or Asset Types to the instruction. This step may also be skipped and assigned at a later stage.

Click Save to add the Instruction to the list.

Tip: To create a copy of an existing Instruction, click the lightning bolt Actions icon and select the Duplicate icon. This makes it easier to create multiple similar Instructions!

 

Step 2: Create an Instruction Set

The Instruction Set determines how and when Instructions are scheduled. 

• Example Instruction Set: Monthly fire safety check
  • May include Instructions: Test smoke and CO alarms, Test emergency lighting, Check escape routes, etc.

On the same page, (Manage > Scheduled Tasks > Configuration) select the Instruction Sets tab. 

Click the name of an existing Instruction Set to edit it, or click Operations and Create to add a new Instruction Set.

The Create Instruction Set window has two tabs:

1. Details: Manage general settings for the Instruction Set.
2. Instructions: Select one or more Instructions that should be included in the Instruction Set.

All fields in the Details tab are required. 

• Name - A descriptive name for the Instruction Set
• Workflow - Select the workflow that should be used for scheduled work orders in this Instruction Set
• Expiration Type - Specify whether the schedule should:
  • Continue indefinitely
  • End on a specific date, or 
  • Stop after a defined number of cycles
• Early Attendance Settings - Defines how early the task can be attended by a contractor/supplier before the scheduled due date for each cycle
• Task Completion Settings - Defines how the due date is calculated from the date the task is created. This may be:
  • A set period of time 
  • A pre-existing SLA

In the Instructions tab, search for and select one or more Instructions to include in the Instruction Set. 

As each Instruction is selected, you will be prompted to select a Frequency. 

Additionally, you must select one Instruction as a Fallback for the set. 

Click Save to add the Instruction Set to the list.

Step 3: Create a Template

The Template configures the Scheduled Tasks and determines which site(s) or asset(s) they are applied to. 

On the same page, (Manage > Scheduled Tasks > Configuration) select the Templates tab. 

Select an existing Template Short Name to edit it or click Operations > Create to add a new Template.

Upon opening, the Create Template window has a single tab: Details. The template must be created before additional tabs, Sites, Configuration, and Assets become visible. Each tab must be completed in order.

Template Details

The options chosen in the Details tab will apply to all Work Orders/Tasks generated for the selected Instruction Set.

• Basic Details - Template Name, Category, and Instruction Set are required.
• Financial Settings - Select Chargeability and GI Code
• Task Generation Settings - These options determine how the tasks are automatically generated
  • Trigger - Defines how the next task will be generated. 
    • Last Task Completed: The next task will generate when the previous task is marked as completed
    • Last Task Completed or Cancelled:  The next task will generate when the previous task is marked as completed or cancelled
    • Process with cycle: The system will calculate task generation based on the scheduled frequency only (ex: Create new Scheduled Task every 1 week, regardless of the previous task's status)
  • Look Ahead - Defines how far in the future the scheduler creates tasks
  • Combine - If there is a discrepancy between schedules configured in the Instruction Set, enabling “Combine” will combine the Instructions. If disabled, the highest weighted frequency will be used. 
• Contractor Notification Settings: Defines how far in advance the supplier/contractor is notified of up and coming tasks 

Click Save to add the template to the list and generate the Sites, Configuration, and Assets tabs.

Sites

Click the Sites tab to search for and select which locations will use the Template.

Configuration

Click the Configuration tab to manage details per selected site.

The first time you edit the Template, most fields in the table will be blank. Use the dropdown menus at the bottom of the page to select which values to apply. Click Update and either Update Selected or Update All to populate the table.

For all future updates, “No Change” can be selected to keep a field unchanged while updating others.

Assets

The final tab, Assets, is optional. You may choose an Asset Matrix or specific Assets to assign to the Template.

Save & Activate

Click Save to save changes. 

You may also be prompted to activate the template, which will prompt the system to start generating the Scheduled Tasks from the Template. 

Tip: If you do not activate the Template from the prompt, you can do so later from the Templates page. 

Click the lightning bolt Actions icon and select the crossed-out-circle Active toggle.

 

 

Step 4: Verify Scheduled Tasks

To review past and upcoming scheduled tasks, navigate in the main menu to Manage > Scheduled Tasks > Planner. 

Select the Template name from the dropdown menu and click View. 

The calendar will show upcoming scheduled tasks for this template for each of the assigned sites. Hover over a calendar block to see applicable dates and statuses.

Clicking on a calendar block will open the actual task if it has been generated. You will see a preview of the Instructions associated with the Instruction Set on the Details tab.

Tip: Users with appropriate permissions will see an additional tab, Inspection, that includes the full task details and response fields.