Using the Scheduler

The Scheduler lets you schedule tasks, information, or system events for yourself or someone else. When you schedule these items, they appear in either the Task, Information, or System Event list on the Organizer.

Note: Tasks can only be scheduled for users who have access to the tasks. For example, you might want to schedule your coworker, Liz, to delete several employees from the database. However, Liz does not have security access to the Delete Employee Record task. Therefore, you cannot schedule this task for her.

The Organizer first displays the lists according to the item's priority you designate when you schedule the item. Items with the highest priority appear at the top of the list while items with the lowest priority appear at the bottom. The Organizer then sorts the items in the order in which they were scheduled.

An item appears on your Organizer until it is completed or deleted.

To schedule a task or information item

With the Organizer open, click Add on the Organizer toolbar.
In the Scheduler window, select the type of item you are scheduling—either Task or Information.
If you are scheduling a task, select the Activity containing the task.

Example: To schedule the Mass Update task, select Process. To schedule the Rehire Employee task, select Action.
If you are scheduling a task, select the Product from the list of all Sage HRMS products as well as System (for activities pertaining to your entire system rather than an individual product).
For To Be Done, enter the date on which the item is scheduled for completion in mm/dd/yyyy format. For example, enter March 27, 2024 as 03272024; (dashes are automatically shown). The item appears on the Organizer on this date.

Note: The Scheduled date is the date that this item was added and cannot be changed.

Make additional selections or enter additional information about the task or information item. Details...

Additional items
Item	Description
Task	Select the task you are scheduling from the list. The items in the list change depending on the activity and product you selected. Note: This item is only available if you are scheduling a task.
Sub-Task	For some tasks (such as reports and rules), select the sub-task to specify another level within the task. Note: This item is only available if you are scheduling a task that has sub-tasks.
Employer	For most tasks, you must select an employer. For example, if you are working with Sage HRMS and select the Record Performance Review task, you must select which employer contains the employee to have the performance review. Note: This item is only available if you are scheduling a task AND if there is more than one employer set up in your enterprise.
Subject	If required by the task, select a subject from the list. The items in the list change depending on the task you selected. For example, the Rehire Employee task requires an employee's name for Subject. Note: This item is only available if you are scheduling a task.
Description	For tasks, displays a short description of the task, but you can change it. If you leave it blank, the system fills it in for you. For an information item, enter displays a short description. This description appears on the Organizer of the user for whom the item is scheduled.
Frequency	Select how many times the item should occur. The list includes Once, Daily, Weekly, Bi-Weekly, Monthly, Bi-Monthly, Quarterly, and Yearly. For example, you might want to archive terminated employees once a month. If you select a frequency other than Once, the Repeating Task window automatically opens for you to describe the task's repeat frequency. See About repeating items.
Priority	You can choose from five levels of item priority: very high, high, medium, low, and very low. This indicates the importance of the item you are scheduling. The selected priority determines the order in the Organizer’s tasks and information lists.
Task has been completed	This check box is not selected while adding the item. Select this check box when the item is completed. The system automatically selects the check box when certain tasks are completed.
Notes	The Notes text area of the Scheduler enables you to fully describe the item. You can enter an unlimited number of characters. Use the scroll bars as necessary. When you work with the Organizer and want to see the note associated with a task, information item or system event, right-click the item to read and edit the note.
Scheduled By	Displays the name of the user who added the item to the schedule and cannot be changed.
Scheduled For	Select the user who should perform the item; this item will be placed in his or her Organizer. The list contains users who are set up for your system. For a task, only the users who have security rights to perform that task appear in the list. For more information, see User security.

Click OK to save the new item and add it to the Task or Information list in the Organizer for the assigned user (specified in Scheduled For).

About repeating items

If the task or information item has a Frequency other than Once, the Repeating Task window automatically opens for you to specify details about the item's repeat frequency. You then click OK to return to the Scheduler window.

Items in this window
Item	Description
Task Information	Displays the Description of the item from the Scheduler window.
Scheduled Date	Displays the To Be Done date for the item from the Scheduler window.
Repeat Frequency	Displays the Frequency of the item from the Scheduler window.
Repeat this Item	Select the number of times to repeat this item in addition to the first date scheduled. For example, if you type 3 for an item scheduled weekly for 4/2, the Organizer shows the item on 4/2 (the first occurrence), 4/9, 4/16, and 4/23. Note: For a daily repeat frequency, you can repeat the item up to 365 times. For other repeat frequencies, you can repeat the item as many times as required up to a five year limit. If you type a number exceeding the limit, the number automatically changes to the limit. For example, if you type 6 for the number of years an item is to occur, the number automatically changes to 5, the allowable limit.
Maintain Day of Week as	(Available for monthly, bimonthly, quarterly, or yearly repeating items) Clear the check box if you always want to repeat the item on the same numerical date of the month. For example, if you schedule a monthly repeating item for 3/15, the Organizer shows the item on 3/15 (the first occurrence), 4/15, 5/15, and so on (regardless of the day of the week). If you always want to repeat the item on a particular day of the week, select this check box, select the day from the list, and select one of the following options (which determines the date when the recurring date does not fall on the specified day of the week): Move to Closest Date: the closest date that matches the specified day of the week. Forward to Next Available Date: the following date that matches the specified day of the week. Backward to Last Available Date: the previous date that matches the specified day of the week. Example: You set up a monthly repeating item that you want always on Tuesday starting May 14, 2019. Because June 14 falls on a Friday, the Organizer shows the item on the following dates in June, depending on your selection: If you selected Move to Closest Date, Tuesday June 11, which is three days from June 14. If you selected Forward to Next Available Date, Tuesday June 18. If you selected Backward to Last Available Date, Tuesday June 12. Note: The Maintain Day of Week check box is automatically selected when the repeat frequency is weekly or biweekly; it is automatically cleared when the frequency is daily.

Tip: Each time you schedule an item to be repeated, the repeat occurrence of the item is a separately scheduled item. If you edit a repeat item, the Frequency on the Scheduler is disabled. If you find you need to change the repeat frequency of an item that is already scheduled to repeat, instead of trying to edit the item, schedule a new item and its related repeat frequency. Then, delete the old item.

To schedule a task in Microsoft Outlook

When you schedule a task in the Scheduler, you can also have it scheduled in Outlook. To do this, open the User Preferences page and select the Automatically schedule tasks in Microsoft Outlook check box on the General Preferences tab. See Setting user preferences.

When the task is added to the Scheduler, an email of the task is sent to the person for whom it is scheduled. When they accept the task, it is scheduled in their Outlook Task Manager. If the person declines the task in Outlook, an email is sent to the person who scheduled the task; however, the task is not updated in the Scheduler.

When the task is completed in Sage HRMS, it is automatically marked as completed in Outlook.

Note: Refer to the Microsoft Outlook online help for further information regarding the features of Outlook.

To schedule a System Event

A System Event pertains to all users on the system—so it is automatically placed in the System Event list in every Sage HRMS user's Organizer. This enables you to communicate with all other users on the system about the event.

You schedule a System Event like you schedule a task except you select System Event for Priority in the Scheduler window

Example 1: You want to perform the Mass Update process in Sage HRMS on December 5 at 5:00 p.m. You need all other users on the system to exit Sage HRMS before 5:00 so you can run the process.

In the Scheduler, you add a task with the Mass Update process, set the Priority to System Event, set To Be Done to 12/5, and enter the following message in the Notes area:
Mass Update will occur at 5:00 today, December 5. Please exit Sage HRMS by 4:55 p.m.

The Mass Update process appears on everyone's Organizer in the System Event section on December 5. Users can view the note by clicking the + button next to the item to open the scheduler, or by right-clicking the item to open the Notes window.
The Mass Update process task only appears in the Task section of the person scheduled to complete it.

Example 2: You routinely perform email maintenance every Friday at 5:30 p.m. and want all users to exit email before you begin maintenance work.

Since this is not a system task, you add an information item, set the Frequency to Weekly and Fridays, set the Priority to System Event, and enter the following message in the Notes area:
Please exit email by 5:30 today for weekly maintenance.

The information item is placed on everyone's Organizer in the System Event section on Fridays. Users can view the note by clicking the + button next to the item to open the scheduler, or by right-clicking the item to open the Notes window.

Note: Only the user for whom the system event is scheduled can edit, delete, or reschedule the system event.