Create a Scheduled Task

Setting up tasks to be run by the Scheduler.

Introduction

Scheduled Tasks

Set up a Scheduled Task

Customise email message for Approver Reminder Emails

Scheduled Task with a Sub-Task

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Introduction

The Lentune Task Scheduler allows you to set up tasks to run automatically at scheduled times. These may be set up to run at regular intervals and at specific times. For a full list of the tasks that may be scheduled, refer to the table below.

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Scheduled Tasks

The tasks that you will need will depend on which Lentune modules you are using.

Some of these processes and the suggested frequency intervals for each are:

 

Scheduled Task	Recommended Frequency
Email Reminder For Assigned Payable Invoices (emails users when they have invoices that are awaiting their approval)	Weekly
Email Unauthorised Payable Invoices Report	End of each month
Process Ds Expense With Ocr	Daily or weekly
Process Emails (used to auto fetch invoices)	Hourly
Pull Ds Payable Account With Xero Multi Branch With Oauth 2	Every Hour
Pull Ds Payable Account With Xero With Oauth 2	Daily
Pull Master Teach Me Rules From Hub	Daily
Send Activity Notifications	Every Fifteen Minutes
Send Ds Payable Invoice To Xero	Daily
Send Ds Payable Invoice To Xero Type 1	Weekly
Send Mismatch Teach Me Rule To Hub	Daily
Sync Ds Payable Account With Xero Type 1	Daily

 

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Set up a Scheduled Task

We'll use the example of Email Reminder For Assigned Payable Invoices to show you how to set up a scheduled task.

• Start at Administration > Scheduler or Settings > Task Scheduler.

Any Scheduled tasks that have been set up are displayed in the lower part of the screen.

 

To set up a new Scheduled Task:

• Click New task scheduler.

 

In the New Task Scheduler screen:

• Select the Task type from the dropdown list.

 

When you have selected the Task type:

• Select the Frequency from the dropdown list and click Confirm.

This takes you to the Details screen

• In the Next run time field, select the required date and time for the process to be run next.
• Ensure that the Active flag is set to Yes. (This will be set automatically. However, you can change it if you wish to stop or pause any task.)

In the Parameters section:

• If required, you can set the No of consecutive failures to trigger escalation.

This is the number of times the selected error may occur before an email will be triggered by the system. Refer to Task Item Notifications to read more about this.

There may be other fields that you can complete, depending on the particular Task you are scheduling. Please contact us at support@lentune.com if you require assistance.

• Click Save and Close.

If you need to edit any of these details, you can always come back to this screen.

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Customise email message for Approver Reminder Emails

You may customise the email message for Approver Reminder Emails.

Please click here to see how to do this.

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Scheduled Task with a Sub-Task

Some scheduled tasks can have a sub task set up. This allows you to run two tasks one after the other, and ensure that they are run in the correct order.

We'll look at the example of End Of Day Email All Unsent Receivable Invoices as the first Scheduled Task and Send Receivable Invoice To Xero as the subtask.

Set up the first Scheduled Task

Set up the first window for the main scheduled task as per the notes above, e.g. End Of Day Email All Unsent Receivable Invoices.

 

 

When you Click Confirm, you are taken to the second window.

In the Details section:

• Next run time: Enter a future date, e.g. tomorrow, and a time that is out of normal business hours, e.g. 2.15.am.

• Click Subtasks to set up the subtask that you want to follow this task.

Set up the Subtask

In the Subtasks window:

• Click New subtask.

In the next Subtasks window > Details section:

• Subtask #: Enter the number of this subtask, e.g. 1.
• Task type: Select the task type for the subtask, e.g. Send Receivable Invoice To Xero.
• You can check other fields as you require, e.g. Run only if previous step successful, Mark posted invoice as delivered.
• Click Save & close.

Now the two tasks will run daily, one after the other, and in the required order.

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Last updated: 29 April 2024