Scheduling the Archive Employee Contracts Automated Task

Use the Archive Employee Contracts task to add signed contracts to an Employee Contracts Archive File. It saves a file to the path designated when the task is set up using the Archived Key Fields as the naming convention for each contract. It has a Notification Status Change (in Days) setting.

Archived signed contracts remain archived after the purge process runs to remove the signed contracts from LINQ EP. You must use Alio Archive to remove purged contracts from the archive file.

Creating an Archive Employee Contracts automated task is a two-step process:

Step 1 – Adding the Archive Employee Contracts Task
Step 2 – Defining the Archive Key Fields used to generate the archive contract document name.

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

Note: Your district must purchase and implement an Alio Archive software license to use the Archive Employee Contracts option to archive employee contracts. Please contact your Alio support provider for more information.

Adding an Archive Employee Contracts Automated Task

Follow these steps to add the Archive Employee Contracts automated task. The fields required for each task are highlighted in Yellow.

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

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

To add an automated task:

On the Contracts page, click the Settings tab.
In the Scheduled Tasks grid, click the Add button . The Add/Edit Scheduled Task page appears.
In the Task Name field, Click the Drop-down List button . click to select the Archive Employee Contracts option.

The following fields are activated and required: Start Time, End Time (if Frequency equals Hours), Frequency, Frequency in Hours (if Frequency equals Hours), Notification Days, and Archive UNC Path. The Archive Key Fields tab also displays.

Enter the following fields.

Field	Definition
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 between the Start Time and End Time this automated task will run. You must enter a value greater than zero.
Notification Days	Click the check box that corresponds to each day of the week on which this task will run.
Archive UNC Path	Type the path to the folder where the contracts documents will be stored until Alio Archive is run.

Click the Archive Key Fields tab to identify the key fields in the contracts used to generate the archive contract document name. For example, if the Archive Key Fields are (in order) Contract Code, Contract Year and Employee Name, then the document name generated is TEACH_2021_SMITHMARY.
In the Archive Key Fields grid, click the Add button to add a key field to the grid. The Add/Edit Archive Key Fields page appears.
In the Key Field Type field, click the Drop-down List button to select the type of key field. Your choices are:

Data Column to select from a predefined list of fields. The Data Column field displays.
Static Value to type the value to incorporate in the archive contract document name. The Key Field Value field displays.

If the Data Column field is displayed, click the Drop-down List button to select a key field to use in the archive contract document name.

Or

If the Key Field Value field is displayed, type key field value to use in the archive contract document name.
In the Sort Order field, type the number that identifies the position of this key field in the document name. Leave this field blank to generate the sort order value for the key field.
Click the button to save the key field record. The Archive Key Fields grid displays.
Repeat steps 6 through 10 for each key field to include in the archived contract document name.
Optionally, reorganize the columns.

In the Archive Key Fields grid, click the row that contains the key field Value to be moved.
Click the Move Selected Row Up icon to move the key field Value up one or more rows in the grid. Click the Move Selected Row Down icon to move the key field Value down one or more rows. The Order number changes automatically when the Value is moved.

When finished, click the button.

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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.

In the Scheduled Task grid, click the Edit button that corresponds to the Archive Employee Contracts 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.

Click the button to add the scheduled task to the Task Queue. The Task Queue page appears with the Archive Employee Contracts 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.

Click the button.

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