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Use the Settings tab to perform these setup tasks:
Define the Contract Calendar Year range
Customize the Employee Contract Notification e-mail message (optional)
Schedule automatic tasks
Follow these steps to define the contract calendar year.
On the Contracts page, click the Settings tab.
Enter the Contract Calendar Year Range.
In the first box, click
the Drop-down Arrow button
to select the first year
in the Contract Calendar Year Range
in which employee contracts are available to the administrator and
employees.
In the second box,
click the Drop-down Arrow
button to select the last
year in the Contract Calendar Year
Range in which employee
contracts are available to the administrator and employees.
The default is the Current Calendar Begin and End Year.
button. Use the Scheduled Tasks grid on the Settings tab to define the scheduling parameters for automatic notifications and purge options. There are five automated tasks that will run:
Archive Employee Contracts Task — the Archive Employee Contracts task will 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.
Use 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.
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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. |
Contract Status Task — the Contract Status Task will 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 a signed or archived contract in the report. Unsigned contracts are always included.
Employee Contract Reminder Task —the Employee Contract Reminder Task will generate an e-mail notification reminding an employee to sign their contract and issues a system reminder the first time the employee logs in to LINQ EP for the day. This task can run hourly on the Notification Days selected between the Start Time and End Time selected (generally set to the start and end of the business day) or daily on the Notification Days selected.
Purge Signed Employee Contracts Task —the Purge Signed Employee Contracts Task will purge signed employee contracts older than the number of months entered in the Notification Purge (in Months) value. This task will run daily at the time entered in the Start Time field on the Notification Days selected or hourly between the Start/End times defined when the Frequency is Hourly.
Purge Unsigned Employee Contracts Task — the Purge Unsigned Employee Contracts Task will purge unsigned employee contracts older than the number of months entered in the Notification Purge (in Months) value. This task will run daily at the time entered in the Start Time field on the Notification Days selected or hourly between the Start/End times defined when the Frequency is Hourly.
The following links are available in the Scheduled Task grid.
Link |
Purpose |
Click the link for more information |
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Click the Add button to add a scheduled task. |
Scheduling the Archive Employee Contracts Automated Task Scheduling the Contract Status Automated Task Scheduling an Employee Contract Reminder Automated Task Scheduling a Purge Signed Employee Contracts Automated Task Scheduling a Purge Unsigned Employee Contracts Automated Task |
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Click the Pencil icon to view and, if applicable, change a scheduled task. |
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Click the Delete icon to delete a scheduled task. |
The Scheduled Tasks grid displays each scheduled task available. The following table defines each column included in the grid.
Column Heading |
Definition |
Task Name |
This column displays the name of the task, i.e., Archive Employee Contracts, Contract Status,Employee Contract Reminder, Purge Signed Employee Contracts, or Purge Unsigned Employee Contracts. |
Start Time |
This column displays the time the system will begin the task. The task will not occur after the end time. |
End Time |
This column displays the time after which the task will not occur. |
Frequency |
This column displays the value that determines how often the task will run. The values are Daily and Hourly with frequency in hours (e.g., Every 2 hours) |
Mon, Tue, Wed, Thr, Fri, Sat, and Sun |
A Y displays in each column to indicate the task will run on that day of the week. An N displays to indicate a task will not run on the day of the week. |
Last Run Time |
This column displays the last date and time the task ran. Never displays if the task has never run. |
Next Run Time |
This column displays the next date and time this task will run. Never displays if the task has an inactive status. |
Active |
This column displays a Y if the task has an active status or an N if the task has an inactive status. |
Follow these steps to modify a contract automated task.
On the Contracts page, click the Settings tab.
In the
Scheduled Tasks grid, click the Edit
icon 
that corresponds
to the task to be changed. The Add/Edit
Scheduled Task page appears.
Make the necessary changes to the automated task. For example:
Change the Start Time and/or, if applicable, the End Time assigned to the task
Change the days in the week when the task will run
Add an administrator to the notification list or remove an administrator from the notification list
When finished, click
the
button to save the record.
Follow these steps to delete a scheduled task.
In the Scheduled
Tasks grid, click the Delete
icon 
that corresponds
to the task to be deleted.
