Setting Contract Options

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

Defining the Contract Calendar Year Range

Follow these steps to define the contract calendar year.

1. On the Contracts page, click the Settings tab.
2. 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.
3. The default is the Current Calendar Begin and End Year.
4. Click the button.

Scheduling Automated Tasks for Contracts

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 LINQ ERP 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.

Note: Your district must purchase and implement an LINQ ERP Archive software license to use the Archive Employee Contracts option to archive employee contracts. Please contact your LINQ ERP 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.

Scheduled Tasks Grid Links

The following links are available in the Scheduled Task grid.

Icon	Purpose	Click this linkClick a link to display the corresponding page. Links display with blue text. for more information
	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
	Click the Pencil icon to view and, if applicable, change a scheduled task.	Modifying a Contract Automated Task
	Click the Delete icon  to delete a scheduled task.	Deleting a Scheduled Task

Scheduled Tasks Grid

The Scheduled Tasks grid displays each scheduled task available. The following table defines each column included in the grid.

Column Heading	Description
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.

Modifying a Contract Automated Task

Follow these steps to modify a contract automated task.

1. On the Contracts page, click the Settings tab.
2. In the Scheduled Tasks grid, click the Edit icon that corresponds to the task to be changed. The Add/Edit Scheduled Task page appears.
3. 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
4. When finished, click the button to save the record.

Deleting a Scheduled Task

Follow these steps to delete a scheduled task.

1. On the Contracts page, click the Settings tab.

2. In the Scheduled Tasks grid, click the Delete icon that corresponds to the task to be deleted.

 

 

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