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Scheduling an Employee Notifications Automated Task

Use the Employee Notifications Task to generate e-mail notification to select administrators that contains the Employee Notifications Log in PDF format. This log lists the Certificate Expiration and Unsigned Contract Reminders sent to employees over a specified time period that had a change in status. This task can run hourly on the Notification Days selected between a defined Start Time and End Time (generally set to the start and end of the business day) or daily on the Notification Days selected. The Notification Status Change (in Days) field determines the age of the notifications with a change in status included on the Employee Notifications Log.

Use the Administrators to Notify tab to identify the administrators that will receive the Employee Notification Log.

After the task is scheduled, run the task manually to test it.

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Adding the Employee Notifications Automated Task

Follow these steps to schedule the Employee Notifications automated task. The fields required for this task are highlighted in Yellow.

Note: The following fields are disabled (grayed out) and do not pertain to the Employee Contract Reminder automated task: Notification Purge (in Months), Notification Notice (in Days), Notification Reminder (in Days), and Archive UNC Path, and the Allow Employee to Turn Off Reminder check box.

The Last Run Time and Next Run Time fields are updated automatically when the task runs.

  1. On the System Settings page, click the Scheduled Tasks/Notifications tab.

  2. In the Scheduled Tasks grid, click the Add button . The Add/Edit Scheduled Task page appears.

  3. In the Task Name field, click the Drop-down List button . Click to select the Employee Notification option from the list. The following fields are activated and required: Start Time, End Time, Frequency, Frequency in Hours, Notification Days, and Notification Status Change (in Days).

  4. Enter the following fields.

Field

Description

Start Time

Click the Drop-down List button  to select the first time the system will run the automated scheduled task based on task frequency and day of week.

End Time

When defining an Hourly task, click the Drop-down List button  to select the last time the system will run the automated scheduled task based on task frequency and day of week

Frequency

Click the Drop-down List button to select the run frequency for this automated task. Your choices are Daily (D) or Hourly (H).

  • If Daily (D) is selected, the End Time field is disabled (grayed out). An End Time is not required for a Daily task.

  • If Hourly (H) is selected, the End Time and Frequency in Hours fields are required entries.

Frequency in Hours

If the Hourly (H) frequency is selected, type the number of times this automated task will run between the Start Time and End Time. You must enter a value greater than zero.

Notification Status Change (in Days)

Type the number of days used to identify the age of the employee notifications with a changed status.

Notification Reminder (in Days)

Type the number of days that must pass before the administrator receives an updated Employee Notification Log. For example, enter 1 to send the log to the administrator every day; enter 7 to send a log to the administrator every 7 days.

In addition, the Notification Days will determine the days on which the administrator receives the Employee Notification Log. For example, if the Notification Reminder is every 2 days and the Notification Days selected are Monday, Wednesday, Friday, the administrator will receive the Employee Notification Log on those days; however, the administrator will not receive an Employee Notification Log on  Sunday because that day is not selected as a Notification Day.

  1. Click the Administrators to Notify tab. Use the Administrators to Notify tab > Scheduled Task - Administrators to Notify grid to add administrators that will receive
    Purge Unsigned Employee Contracts e-mail notifications.     Go to these topics for more information:

  1. When finished, click the  button to save scheduled task. The Scheduled Tasks/Notifications tab displays with the scheduled task listed in the Scheduled Tasks grid.

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Testing the Scheduled Task

After the task is defined and activated, use the Run Now button to verify that the task works.

  1. In the Scheduled Task grid, click the Edit button  that corresponds to the Employee Notifications task. The Add/Edit Scheduled Task page appears.

Note: Verify the task is active (Active check box is populated with a check mark). If not:

  • Click the Active check box to activate the task (turn it on).

  • Click the  button. The Scheduled Task grid appears.

  • Click the Edit button to reopen the task.

  1. Click the  button to add the scheduled task to the Task Queue. The Task Queue page appears with the Employee Notifications task displayed on the Pending Tasks tab.

Note: The Add/Edit Scheduled Task page remains open.

An e-mail notification will be sent to the administrators when the task is processed. Go to the Task Queue to view the Task Log associated with this task.

  1. Click the  button.

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