Scheduling the Contract Status Automated Task

Use the Contract Status Automated Task to generate three PDF documents — Signed Contracts, Unsigned Contracts, and Archived Contracts — that are e-mailed to the administrators defined on the task. The task can be defined to run daily or hourly.

For signed and archived contracts, the task uses the notification status change (in days) value to determine whether or not to include the contract in the report. Unsigned contracts are always included.

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

Adding the Contract Status Automated Task

Follow these steps to schedule the Contract Status 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 Contract Status automated task: Notification Purge (in Months), Notification Notice (in Days), Notification Reminder (in Days), Archive UNC Path, and Allow Employee to Turn Off Reminder checkbox.

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

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 Contract Status 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). The Administrators to Notify tab also displays.
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 Days	Click the check box that corresponds to each day of the week on which this task will run.
Notification Status Change (in Days)	When a contract is signed or archived, type the number of days after status change that the contract is included in the Contract Status automated task. The contract is included when the difference in days between the date the contract was signed or the date the contract was archived and the current date equals or is less than the Notification Status Change (in Days) value. For example, when the Date Signed field is updated for a contract and the Notification Status Change field equals 5 days, the signed contract appears on the Signed Contract Report for 5 days after the contract was signed. This field is disabled when adding a Purge Signed Employee Contracts task, Purged Unsigned Employee Contracts task, and an Employee Contract Reminder task.

Click the Administrators to Notify tab. Use the Scheduled Task - Administrators to Notify grid to add administrators that will receive Contract Status e-mail notifications. Go to these topics for more information:

Click the button when finished selecting the administrators that will receive the e-mail notification. The Contracts page > Settings tab displays.

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 Contract Status 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 checkbox 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 Contract Status 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.