Setting the Automated Tasks Preferences
Use the Automated Tasks Preferences page to define the scheduling parameters for automatic notifications and purge options. There are five automated tasks that will run:
-
Approver Reminder E-mail Task — the Approver Reminder E-mail Task will run on the Notification Days selected between the Notification Start Time and Notification End Time selected (generally set to the start and end of the business day) at the hourly interval selected for the Approver Notification Frequency (in Hours) setting. When this task is run, it will generate an e-mail to notify your approvers of pending requests waiting for their approval. To schedule this task, you need to be aware of how often you want to notify your approvers.
Example: You set the Notification Start Time and End Time to 8 AM through 5 PM (9 hours) and the Notification Days to Monday, Wednesday, and Friday. The Approver Notification Frequency (in Hours) setting is set to 8 hours. Approvers will be notified twice during business hours, once at the start of the day and again at 4 PM on the selected notification days. -
Outstanding Request E-mail Task — the Outstanding Request E-mail Task will run hourly on the Notification Days selected between the Notification Start Time and Notification End Time selected (generally set to the start and end of the business day). The Outstanding Request E-mail Task will run to generate an e-mail to notify administrators (identified in the Admin Notification Name 1 and Name 2 fields) of any requests still pending for the selected amount of the days in the Notification of Outstanding Requests (in Days) setting.
Example: You set the Notification Send Time Range to 8 AM through 5 PM (9 hours and the Notification Days to Monday, Wednesday, and Friday. The Notification of Outstanding Requests (in Days) setting is set to 3 days. Administrators will be notified once at the start of the day of all requests pending for 3 days or longer.
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Notification Reminder — the Notification Reminder will run on Notification Days at a specific time that falls within the Notification Send Time Range. When this automated task runs, it will generate an e-mail message to the employee if the Enable Notifications field on the Notifications Preferences page equals Email Notifications or System and Email Notifications.
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Purge Request Task — the Purge Request Task will run daily at the time entered in the Purge Requests Time field to purge the system of requests older than the selected time in the Keep Approved Requests (in Months), Keep Rejected Requests (in Months), and Keep Canceled Requests (in Months) settings.
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Inactivate Terminated Employees — the Inactivate Terminated Employees task will run daily at the time entered in the Inactive Terminated Employees Time field. This process will change a terminated employee's status in LINQ EP to inactive when the number of days between the Current System Date and employee's Termination Date equals the Terminated Employee Access Days. The process uses the Inactivate Terminated Employees Time value to determine when that employee's access to LINQ EP is terminated.
Scenario: Your organization terminates an employee's access to LINQ EP 10 days after that employee is terminated and the Inactivate Terminated Employee process runs at 6:00 am.
Employee's Termination Date: March 1, 2018
Current System Date: March 11, 2018
Terminated Employees Access Days: 10
When the Inactivate Terminated Employee process runs, the program calculates the number of days between the Employee's Termination Date and the Current System Date. If the number of days is equal to or greater than Terminated Employees Access Days, the program changes the employee status in LINQ EP to inactive, therefore terminating the employee's access to LINQ EP.
It is important to note that the time the process runs will determine when that employee no longer has access to LINQ EP. In this scenario, the process runs at 6:00 am; therefore, the employee may access LINQ EP on March 11, 2018 until 6:00 am. However, if this process is run at 11:59 pm on March 11, the employee may access LINQ EP until that time, which allows the employee one extra day to access LINQ EP.
| Tip: Links to the other System Setting options display at the bottom of the page. Click here to display a table describing each link. |
Accessing the Automated Tasks Page
Follow these steps to access the Automated Tasks page:
- Click the Preferences link on the Admin Home page to display the System Settings page.
- On the System Settings page, click Automated Tasks tab.
- Define the automated task preferences based on your organization's business practices. Refer to the Automated Task Preference Settings table for more information.
- Click the
button to save the automated task settings. The message "Automated Task Preference Settings Updated" displays. - Click the
button to close the dialog box.
Automated Task Preferences Table
The follow table defines each automated task setting.
| System Default | Description | Default |
|---|---|---|
|
Approver Notification Frequency (in Hours) |
Click the Drop-down List button If this field is set to zero, approver notification e-mails are not sent. |
8 |
|
Notification of Outstanding Requests (in Days) |
Type the number of days a request can be outstanding before being included in the Outstanding Requests e-mail that is sent to the LINQ EP Administrator. If this field is set to zero, outstanding requests e-mails are not sent. |
0 |
|
Admin Notification Name 1 |
You must define an Admin Notification Name 1 for the automated task service to work. If not defined, your automated notification e-mail messages are not sent. You can type up to 100 alphanumeric characters. The person identified in this field will receive all notification e-mails implemented by your district, i.e., outstanding requests, expiring certifications, and so on. |
Blank |
|
Admin Notification Email 1 |
You must define an Admin Notification Email 1 for the automated task service to work. If not defined, your automated notification e-mail messages are not sent. You can type up to 100 alphanumeric characters. The person identified in this field will receive all notification e-mails implemented by your district, i.e., outstanding requests, expiring certifications, and so on. The portal validates the e-mail address format. |
Blank |
|
Admin Notification Name 2 |
Type the name of a second person who needs to receive the automated notification e-mail message. You can type up to 100 alphanumeric characters. The person identified in this field will receive all notification e-mails implemented by your district, i.e., outstanding requests, expiring certifications, and so on. This field is optional. |
Blank |
|
Admin Notification Email 2 |
Type the e-mail address for a second person who needs to receivce the notification e-mail message. If Admin Notification 2 Name field contains a value, this field must contain a value. You can type up to 100 alphanumeric characters. The person identified in this field will receive all notification e-mails implemented by your district, i.e., outstanding requests, expiring certifications, and so on. The portal validates the e-mail address format. |
Blank |
|
Notification Send Time Range |
Click the Drop-down List button The first search of the day and notification take place at the start time. No searches or notifications occur after the end time. Note to Hosted Clients: All times entered default automatically to the time zone in which the hosted server is located, i.e., if your server is hosted on the East Coast, the time zone will default to Eastern Standard Time (EST). Therefore, you should adjust these times accordingly to meet your time zone requirements. |
6:00 AM |
|
Notification Days |
Click each check box to define the week days on which the Approver Notification e-mail and Outstanding Requests notification e-mail will be sent. |
Mon, Tue, Wed, Thr, and Fri |
|
Notification Reminder Time |
Click the Drop-down List button Note to Hosted Clients: All times entered default automatically to the time zone in which the hosted server is located, i.e., if your server is hosted on the East Coast, the time zone will default to Eastern Standard Time (EST). Therefore, you should adjust these times accordingly to meet your time zone requirements. |
6:00 AM |
|
Keep Approved Requests (in Months) |
Type the number of months a finalized request stays in the database before it is purged. Type a zero (0) to never purge finalized requests. |
0 |
|
Keep Rejected Requests (in Months) |
Type the number of months a rejected request stays in the database before it is purged. Type a zero (0) to never purge rejected requests. |
0 |
|
Keep Canceled Requests (in Months) |
Type the number of months a canceled request stays in the database before it is purged. Type a zero (0) to never purge canceled requests. |
0 |
|
Purge Requests Time |
Click the Drop-down List button Note to Hosted Clients: All times entered default automatically to the time zone in which the hosted server is located, i.e., if your server is hosted on the East Coast, the time zone will default to Eastern Standard Time (EST). Therefore, you should adjust these times accordingly to meet your time zone requirements. |
12:00 PM |
|
Termination Date Type |
Click the Drop-down List button |
Blank |
|
Terminated Employees Access Days |
Type the number of days an employee may log in to LINQ EP after their termination date. Enter zero (0) to inactivate this automatic task. |
0 |
|
Inactivate Terminated Employees Time |
Click the Drop-down List button |
10:00 PM |
to select the frequency, in hourly increments, that an approver will receive a summary e-mail notifying the approver that there are requests pending approval. These summary e-mail messages are sent only during the time range specified in the Notification Send Time Range fields.
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