Task Scheduler

Task Scheduler Overview

The Task Scheduler functionality is used to automatically run batches of reports on a defined time frame or on a periodic basis based on a closeout schedule process event after a process event completes successfully. These reports can then be emailed, printed or saved to a file folder. 

 

 Task Scheduler Part 1 - 9 minutesTask Scheduler Part 1 - 9 minutes 

 

 Task Scheduler Part 2 - 8 minutesTask Scheduler Part 2 - 8 minutes 

 

 Task Scheduler Part 3 - 6 minutesTask Scheduler Part 3 - 6 minutes 

 

Note: Email and file folder delivery options are available by subscription. Contact Customer Support for additional information.

 

There are four closeout schedule process events:

 

  • EOD (End-of-Day) 

  • EOW (End-of-Week) 

  • EOM (End-of-Month) 

  • EOY (End-of-Year) 


A batch of reports consists of saved profiles, which are created from an applicable report selection screen. A profile contains saved report parameters so that when a report is rerun parameters do not need to be re-entered each time. User Security permission determines the profile view and edit access.  

  

Task Scheduler does not replace the need to run the End-of-Day process. Task Scheduler is merely a way to produce reports after End-of-Day completes. EOD can continue to be run manually or automatically. End-of-Day batches can be automatically run through the Task Scheduler after the process event or manually via the Day / Cash Close screen.

 

The 'Process Task Scheduler' option in the Background Processor (BGP) must be running on a PC in the store in order to use Task Scheduler. A Background Processor is a program that can run on any store PC. The PC must have the PartsWatch application running in order to start and run the BGP. 

 

A BGP should be set up for a PC in each store using Task Scheduler. A single PC is not recommended to process (print, save and email) reports for multiple stores since the BGP can only be run for one store at a time. Delays in processing will result and additional manual effort is required to turn the BGP off and on for each store sequentially. Also, when the BGP runs batches of reports for multiple stores and a single PC is used, the same folder on the single PC will contain report files for all stores and the report file names do not indicate which file is for which store.

 

Each store must decide which PC will be set as the BGP for Task Scheduler. It is suggested to run the BGP on a PC not being used for Point-of-Sale store sales. When the batches of reports are scheduled to run off hours, the PC running the BGP must be left on overnight.   

When Task Scheduler and the BGP are set up to do so, the BGP automatically generates batches of Task Scheduler reports at the desired time for a specific store. The BGP processes a maximum of 20 different batches at one time. When there are more than 20 batches, the BGP processes the next 20 batches the next time it satisfies the specified minutes. This cycle continues until all reports are run.

 

Task Scheduler continues to add records into the queue at the conclusion of each process event, even when the BGP is not running. In this instance, these records are not printed, emailed or saved, but rather saved up until the BGP once again runs and then processes the batches.   

 

The Task Scheduler can print the reports, email the reports, save the reports to a file or any combination of these options, when functionality is available. 

 

Task Scheduler reports that are to be:

 

  • Saved to a folder - Are saved to the PC running the BGP, in the folder called My Documents/PartsWatch. This folder is created the first time files are saved if the folder does not already exist. 

  • Printed - Print to the PartsWatch application default printer of the PC running the BGP. Typically, this is a PC in the manager's office or a back office. 

  • Sent via email - Use the email settings on the 'Email' tab of the Store General Setup screen within the PartsWatch application of the PC running the BGP, and the email settings in the 'Delivery Options' window, accessed from the 'Delivery' button in the Task Scheduler screen.

 

A default EOD ('Default EOD') batch allows the manual running of a preset group of End-of-Day reports via the manual End-of-Day close. This default pre-loaded batch of daily reports emulates the End-of-Day reports available on previous versions. Create your own End of Day batches in addition to or instead of the 'Default EOD' batch. The 'Default EOD' batch template includes the following reports that are available through the manual End-of-Day close:

 

  • Cash Transaction EOD 

  • Invoices EOD 

  • Deposits EOD 

  • AR posts EOD 

  • Adjustments EOD 

  • Paid In / Paid Out EOD 

  • Summary Report of Deposit 

  • Deposit Summary 

  • Credit Card Transactions 

  • Invoice Journal EOD 


(There are four different Invoice journal profiles. When delivering four different profiles for the same Invoice journal to a folder or via email, the file names are similar only differentiated by the file name’s suffix of ‘-1’, ‘-2’ and ‘-3’.) 

Journal EOD (contains summary page, detail and counterman totals).

 

  • Journal MTD EOD 

  • Journal Store Use EOD 

  • Journal Transfer Account EOD 

  • Tax Journal EOD 

  • Core Activity EOD 

  • AR Transactions EOD

 

The 'Default EOD' batch of reports cannot be deleted, added to, scheduled, or edited. It can only be run manually via the Day / Cash Close screen. Copy this default batch of reports to create another new batch to use as a starting point for a new batch. From this copy of the batch, it is possible to add or delete reports. To run this list of reports automatically after End-of-Day, a copy of those reports must be created in another batch and then the schedule settings must be set in the 'Schedule' window. To run a created End-of-Day batch manually, access the Day / Cash Close screen, click 'Close / Print EOD', and when the 'Close / Print EOD' pop-up displays, select the created batch from the 'EOD Batch' drop-down.

 

The following screens and windows are used in the set up and utilization of the Task Scheduler functionality.

 

Background Processor (BGP) Setup Window

The Background Processor (BGP) is a program that can run on any store PC. The PC must have the PartsWatch application running in order to start and run the BGP. The BGP 'Process Task Scheduler' option must be running on a PC in the store in order to use Task Scheduler. A BGP should be set up for each store using Task Scheduler.

 

When set up to do so, the BGP, in combination with Task Scheduler, automatically generates batches of scheduled reports at the desired time for a specific store. The BGP processes a maximum of 20 different batches at one time. When there are more batches, the BGP processes the next 20 batches the next time it "awakens" (or satisfies the minutes specified). This cycle continues until all reports are run. 

 

Task Scheduler continues to add records into the queue at the conclusion of each process event, even when the BGP is not running. In this instance, these records are not printed, emailed or saved, but rather saved up until the BGP once again runs and then processes the batches.   

 

To start Task Scheduler, or to see if it is currently running on a PC, access the 'Background Processor Setup' window. When the BGP is disabled and not running, the message at the bottom of the window indicates "Background Processing Disabled".

 

 

The 'Process Task Scheduler' checkbox indicates that this PC is used to process batches of reports coming from Task Scheduler for the store specified in the 'Background Processing for Store #' field, when checked.

 

Within one store, PartsWatch allows for multiple PCs to run a BGP and the same BGP can be used for all background tasks within the store. Although not recommended, more than one PC can have the 'Process Task Scheduler' field checked, especially if the PCs have the same default printer. (This allows batches of reports to be processed on another PC should one not be available.) However, if multiple PCs have this field checked and do not have the same default printer, it is difficult to predict which PC will process the batches and print to its default printer. Having a specific PC, perhaps one with a pick printer attached, designated for printing incoming orders, and another designated for printing or saving Task Scheduler reports is suggested.

 

On the screen that is to be used to kick off Task Scheduler batches, check the 'Process Task Scheduler' checkbox and ensure a number of minutes is entered at 'Check for Activity Every _ Minute(s)'.

Procedure to Set Up Background Processor for Task Scheduler

 
Note: Perform this setup on the PC that will be used to process Task Scheduler jobs.

To set up the Background Processor, follow the steps below: 

1. From the Menu, select PC Setup, Set Bkgnd Process. The 'Background Processor Setup' window displays.
2. Select the first store number that this PC is going to process Task Scheduler jobs for, in the 'Background Processing for Store #' field.
3. Specify the interval at which to check for new batches of reports coming from Task Scheduler in the 'Check for Activity Every _ Minute(s)' field. (Can be from 1 - 99 minutes.)
4. Check 'Process Task Scheduler' checkbox to process batches of reports coming from Task Scheduler for the store specified in the 'Background Processing for Store #' field. Note: It is recommended that only one PC per store has this field checked, unless the PCs all use the same default printer. A single PC eliminates not knowing which PC will process the Task Scheduler batches and which printer will be used.    
5. Click 'Ok'. Information is saved. Note: Click 'Clear' to stop the BGP from running.

Note: If this PC is also used for processing outgoing faxes, incoming invoices and other tasks, ensure the appropriate fields are checked as well.

Repeat these steps for any store that a PC will be processing batches of reports from Task Scheduler.

Printer Assignment Window

A printer must be set up to utilize the print delivery option. Printed reports are sent to the default printer of the PC that has the Background Processor set.

 

The 'Printer Assignment' window is used to assign printers to the various PartsWatch functions, such as printing invoices, labels, reports, and quotes.

 

Reports printed via Task Scheduler print to the default printer of the PC that has 'Process Task Scheduler' checked in the 'Background Processor Setup' window. Typically, this is a PC in the manager's office or a back office. On this PC, the 'Printer Assignment' window is used to assign this default printer where reports are sent when the delivery option is 'Print'. 

 

 

Typically, a default printer is already specified for each PC. Ensure that the displayed default printer is the printer where the Task Scheduler reports are to print. The Default printer is also used for any reports manually printed from this PC.  

 

If printing day, week, month or year-end reports, some of these could contain confidential information so use discretion when choosing a printer. 

Procedure to Set Up a Printer for Task Scheduler

 
To specify a printer to be used for Task Scheduler reports, follow the steps below:

1. From the Menu, select PC Setup, Assign Printers. The 'Printer Assignment' window displays. 
2. Click on the 'Default' row in the upper box.
3. Double-click on the appropriate printer in the lower box. The printer displays in the lower box as the Currently selected printer.

Note: Any reports that are manually printed from PartsWatch on this PC also go to this printer.

Note: Any printer available on the network to the PC running the BGP can be used as the default printer. Technical support may be required to "connect" a network printer to the PC running the BGP.

Store General Setup screen - 'Email' tab

The Store General Setup screen, 'Email' tab screen is used to set up the email address from which the PC will send Task Scheduler reports via email. The BGP must use the same email settings that are being used by the store for sending invoices or statements via email, if the store is already performing those email functions.


Technical or Customer support may be required to provide assistance in setting up these fields for the first time. 

 

Folder Setup

No setup is required on the PC that is running the BGP if Task Scheduler reports are planned to be sent to a folder. Task Scheduler reports are saved to the My Documents/PartsWatch folder. This folder is automatically created the first time files are saved. Technical support may be required to enable files in this folder to be accessed from other PCs via local network.

Reports Selection

The 'Profile' button on a report selection screen is used create a report profile. A profile is a simple way to save report parameters so parameters do not have to be individually set each time a report is run. Profiles can be saved and later loaded and used when running the report manually, or be added to a batch to run automatically on a certain schedule using the Task Scheduler functionality. Note that currently not all reports have the 'Profile' button and, therefore, the ability to create a profile.

Task Scheduler Screen

The Task Scheduler screen is used to assign report profiles to a batch, schedule batches of reports from a central location to run automatically on a defined time frame to be delivered through print, email, or being saved in a folder. The Background Processor (BGP) must be enabled. 

 

End-of-Day batches can be run automatically through Task Scheduler or manually through the Day / Cash Close screen.

 

Before any batches are created in Task Scheduler, report profiles must be created using the 'Profile' button on the report selection screens of the desired reports. 

 

The four basic steps in setting up Task Scheduler functionality are:

 

  1. Create Batch - The Task Scheduler screen allows the creation of a batch of reports (saved profiles) to run. A default pre-loaded batch of daily reports ('Default EOD') emulates the End-of-Day reports. The 'Default EOD' batch runs the following reports that are available through the manual End-of-Day close: Cash Transaction, Invoice Journal, Tax Journal, Core Activity and AR Transactions. Task Scheduler enables the creation of your own additional End-of-Day batches in addition to or instead of the 'Default EOD' batch. This default batch of reports can be copied to create another new batch to use as a starting point for a new batch.

  2. Assign Report Profiles to a Batch - The Task Scheduler screen allows the assigning of one or more profiles to a batch. The list of available profiles is based upon access rights. Profiles are created by clicking the 'Profile' button on the report selection screen of a report. These profiles can be used to run reports manually or the profiles can be added to batches which are run through Task Scheduler. Report Profiles can be used without ever using Task Scheduler.

  3. Schedule Batch - Scheduling functionality allows the scheduling of each batch. The schedule can be based upon an event, such as EOD, or a time, such as every day at 9:00pm ET. The schedule can be for one or more stores and can be activated and deactivated. 

  4. Delivery - Delivery methods allow the choosing of the format (.pdf or Excel) for storing the reports and how the reports are delivered. 


Options are:

 

  • 'Print'

  • 'Email' (Method is available by subscription. Contact Customer Support for additional information.)

  • 'File Folder' (Method is available by subscription. Contact Customer Support for additional information.)

 

Menu Path: Utility Options, Task Scheduler, Task Scheduler screen

 

Existing Batches

Grid
Click on a row in a populated grid to list the existing batch profiles, if any, for that batch in the 'Selected Profiles' frame.

 

[Checkbox]
Indicates whether the batch has the minimal settings that are required for the batch to run.


Statuses are:

 

  • Green Checkbox - Indicates the batch settings are complete and the batch will run at the scheduled time.

  • Red X - Indicates the batch settings are incomplete. The batch is missing any of the following.

    • At least one report profile

    • An active schedule (that is not expired)

    • At least one delivery option (print, email or folder) for every profile in batch

    • At least one email recipient (with email address) if any email delivery option selected for any report profile

    • The batch will not run until the user addresses the missing setting.

  • Gray X - Indicates the 'Default EOD' batch, which is automatically pre-loaded in Task Scheduler. This is a non-editable template that contains a list of End-of-Day report profiles. This batch cannot be scheduled to run with End-of-Day or given any delivery options. This batch is used to manually run a set of closeout reports from the Day / Cash Close screen, and can be used copied to create new batches. Note: Only the 'Default EOD' batch displays with a gray X.

 

ID
Identifies each batch within a database with a unique value.


This Batch ID is also found on report footers on only those reports created via Task Scheduler, as well as in Task Scheduler System messages.  

 
Name
Indicates the name of the batch. Use the blank field above the field to optionally filter/search for particular batches.


Description
Indicates the batch description. Use the blank field above the field to optionally filter/search for particular batches.


Schedule
Indicates the event that the batch's schedule has been set to (e.g., 'EOD', 'EOW', 'EOM', 'EOY', or 'Timed'). Field displays blank when a new batch is created or a new batch is copied. Note: A 'Timed' event is one that is set to run on a particular user-defined schedule, for example, every Tuesday at 11AM, rather than based on a close schedule. For timed events, click the 'Schedule' button to see what days and time the batch is set to. 


Created By
Indicates the user that created or last updated the batch. Use the blank field above the field to optionally filter/search for particular batches.


Automatically populates when a new batch is created.


Last Updated
Indicates the date and time the batch was created or last updated. Use the blank field above the field to optionally filter/search for particular batches.


Automatically populates when a new batch is created.


In Store
Indicates the store location where the batch was created. 


Automatically populates when a new batch is created.

 

Edit Access
Indicates who can edit the batch when the user opens the Task Scheduler screen.  


Options are:

 

  • 'All' - Any user in the database can edit the batch.

  • 'Store' - Any user who has access to the same store as the user who created the batch can edit the batch. If there is only one store in a database, then any user in the database can edit the batch.  

  • 'Creator' - Only user who created the batch can edit the batch. 


A person who has edit access can change this value after the batch is created.


View Access
Indicates who can see the batch when the user opens the Task Scheduler screen.  


Options are: 

 

  • 'All' - Any user in the database can view the batch.

  • 'Store' - Any user who has access to the same store as the user who created the batch can view the batch. If there is only one store in a database, then any user in the database can view the batch.  

  • 'Creator' - Only user who created the batch can view the batch. 


A person who has edit access can change this value after the batch is created.

Under the Grid

Name
Indicates the name of the highlighted profile in the 'Existing Batches' grid.


Description
Indicates the description of the highlighted profile in the 'Existing Batches' grid.

 

Edit Access
Indicates who can edit the batch when the user opens the Task Scheduler screen.  


Options are:

 

  • 'All' - Any user in the database can edit the batch.

  • 'Store' - Any user who has access to the same store as the user who created the batch can edit the batch. If there is only one store in a database, then any user in the database can edit the batch.  

  • 'Creator' - Only user who created the batch can edit the batch. 


A person who has edit access can change this value after the batch is created.


View Access
Indicates who can see the batch when the user opens the Task Scheduler screen.  


Options are: 

 

  • 'All' - Any user in the database can view the batch.

  • 'Store' - Any user who has access to the same store as the user who created the batch can view the batch. If there is only one store in a database, then any user in the database can view the batch.  

  • 'Creator' - Only user who created the batch can view the batch. 


A person who has edit access can change this value after the batch is created.

 

Run Batch As
Indicates which employee's security settings will be used to determine whether certain security controlled output is provided when running the batch. 


Defaults to employee who created the batch. This value can be changed after the batch is created as long as the employee has appropriate access to change the value. 


Since the batch is run by the computer and not a person, certain security-controlled report output is based on the user security of the employee specified in the 'Run Batch As' field, such as whether cost field values display or not, and whether he has access to the store(s) included in the batch. Report output is determined by the stores that the 'Run Batch As' user has access to, and only those stores are reported, regardless of the location values saved in the report profile.    

   
When a batch is scheduled for multiple stores, and is expected to be run in multiple stores, the specified username must have access to all of the stores designated in the batch.


Only users with 'Administrator' security plan access can edit 'Run Batch As'. When editing, any active employee can be selected. The 'Enable Run Batch As' proc is used to restrict access to which users of Task Scheduler can change the 'Run Batch As' field value. 


Created
Indicates who created or last updated the highlighted batch in the 'Existing Batches' grid. Populates automatically.


In Store
Indicates the store the system was in when creating the highlighted batch in the 'Existing Batches' grid. Populates automatically. For information only.


Last Updated
Indicates the date and time the highlighted batch in the 'Existing Batches' grid was created or last updated. Populates automatically.

 

Assign Profiles

Click to open the Assign Profiles screen.

 

Schedule

Click to open the 'Schedule' window.

 

Delivery

Click to open the 'Delivery Options' window.

Selected Profiles for Batch:

ID
Identifies each batch within a database with a unique value.


This Batch ID is also found on report footers on only those reports created via Task Scheduler, as well as in Task Scheduler System messages.

   
Name
Indicates the name of the selected profile.


Report
Indicates the name of the selected report. 


Description
Indicates the description of the selected profile.


Last Edit By
Indicates who last updated the profile.


Last Updated
Indicates the date that the profile was last updated. 

Right-Click Menu

Right-click on a batch in the 'Existing Batches' grid. The following menu displays for created batches.

 


The following menu displays for the 'Default EOD' batch only.

 

 

Delete Batch
Displays the 'Confirm Delete' pop-up to confirm, or abort, the deletion of the selected batch.

 


Note: Does not display when 'Default EOD' is right-clicked since the 'Default EOD' batch cannot be deleted.


Assign Profiles
Displays the Assign Profiles screen to view a list of available profiles and assign one to the batch.


Works the same as the 'Assign Profiles' button in the Task Scheduler screen.


Note: Does not display when 'Default EOD' is right-clicked since the 'Default EOD' batch schedule cannot be edited.


Edit Schedule
Displays the '[Batch] Schedule' window used to schedule a batch.


Works the same as the 'Schedule' button in the Task Scheduler screen.


Note: Does not display when 'Default EOD' is right-clicked since the 'Default EOD' batch schedule cannot be edited.


Edit Delivery
Displays the 'Delivery Options' window used to specify the Delivery methods for the batch or individual reports within the batch.


Works the same as the 'Delivery' button in the Task Schedule screen.


Note: Does not display when 'Default EOD' is right-clicked since the 'Default EOD' batch schedule cannot be edited.


Copy
Displays the 'Create New Batch' window used to copy the assigned profiles to the selected batch. 

 


Note: 'Schedule' and 'Delivery Options' are not copied.


Display on Day / Cash Close Screen
This is a toggle option. When 'Display on Day / Cash Close' is shown, the batch is currently hidden from the Day / Cash Close screen, and 'Display' can be clicked to display it. 


Toggles between 'Hide on Day / Cash Close Screen'.


Note: This option is only available on the 'Default EOD' batch. 


Hide on Day / Cash Close Screen
This is a toggle option. When 'Hide on Day / Cash Close Screen' is shown, the batch currently displays in the Day / Cash Close screen, and 'Hide' can be clicked to hide it. 


Toggles between 'Display on Day / Cash Close Screen'.


Note: This option is only available when the 'Default EOD' batch is right-clicked.

Create a New Batch, Copy a Batch, and Delete a Batch

Click the 'Add' button on the Task Scheduler screen to display the 'Create New Batch' window to create a new batch.

 

 

Name
Indicates the name of the batch, up to 80 characters. Name must be unique across the entire database. The system prompts to enter a different name when an existing name is used, even if the batch cannot be viewed by the (when the 'View Access' field is set to 'Creator'). Required. 


Description
Indicates a description of the batch, up to 140 characters. Optional.


Ok
Closes the window and returns to the Task Scheduler screen with the new batch added to the grid. The 'Created By' and 'Last Updated' fields are automatically populated.    


Cancel
Cancels the action and closes the window. 

Procedure to Create a New Batch

 
To create a new batch, follow the steps below:

1. Click 'Add' in the Task Scheduler screen. The 'Create New Batch' window displays. 
2. Enter a name in the 'Name' field. (Required.) 
3. Enter a description in the 'Description' field.
4. Click 'Ok'. The Task Scheduler screen displays with the new batch added to the grid. The default values for 'Edit Access' and 'View Access' (not displayed in the pop-up) is 'Store', which can be changed after the batch is created. The default value for 'Run Batch As' is the employee who created the batch. This can also be changed after the batch is created.

Procedure to Copy a Batch

 
Any batch, including the 'Default EOD' "template" batch, may be copied. Since the original 'Default EOD' batch is non-editable, a copy can be made of the 'Default EOD' and desired changes can be made to the copy. Copying batches is also useful when multiple stores want to run the same or a similar batch of reports. If it is intended for the copied batch to be run at End of Day, ensure the batch scheduler is set to 'Run At' 'EOD'. 'Default EOD' is the only batch that can be run manually from the Day / Cash Close screen, so any other batches intended for end of day must be scheduled to be run automatically.

To copy a batch, follow the steps below:

1. Click 'Copy'. The 'Create New Batch' window displays with the 'Name' and 'Description' fields populated with the same name and description as the batch being copied from, except the new batch NAME is appended with "-Copy". (Both of these fields may be left as is or overwritten with new text to rename the new batch.) Note: If the copy is performed a second time before the new batch name is renamed, the second name is appended with "-Copy(1)". A third new batch name is appended with "-Copy(2)" and so on.
2. Click 'Ok'. The new batch is created. The Task Scheduler screen displays with the new batch added to the 'Existing Batches' grid. The 'Edit Access' and 'View Access' fields default to 'Store' in the copied batch. The 'Run Batch As' field defaults to the employee who performed the copy. The new batch contains all the same profiles as the original batch and may be modified like any regular batch, except the 'Schedule' and 'Delivery' options are blank and must be set after the copy is made.

Procedure to Delete a Batch

 
To delete a batch, follow the steps below:

1. Click on the batch in the 'Existing Batches' grid. Note: The 'Default EOD' batch cannot be deleted.  
2. Click 'Del'. The 'Confirm Delete' pop-up displays.
3. Click 'Yes'. The batch is deleted.

Assign Profiles

A report profile is an individual job or report that is output by the Task Scheduler when a batch is run.

 
Note: A report profile must be created first so the profile is available to add to a batch.  


Click the 'Assign Profiles' button to display the Assign Profiles screen used to assign or unassign profile(s) to a batch.

 

Available Profiles

Job Type
Displays all job types in the 'Available Profiles' grid.


Report Type
Displays all reports, a particular type of report or a particular report in the 'Available Profiles' grid. Works in combination with the Report field.


Options are:

 

  • (Select) (Default)

  • 'All' - Automatically populates 'Report' field with 'All'. Displays all profiles of all types in the 'Available Profiles' frame.

  • 'AR Reports' - Shows only available AR reports in the 'Report' drop-down and in the grid.

  • 'e-Invoice Reports' - Shows only available e-Invoice reports in the 'Report' drop-down and in the grid.

  • 'Financial Reports' - Shows only available financial reports in the 'Report' drop-down and in the grid.

  • 'Inventory Reports' - Shows only available inventory reports in the 'Report' drop-down and in the grid.

  • 'AR Tasks' - Shows only available (based on security rules) statement profiles that have been created to date.


Report
Works in combination with the 'Report Type' field. Can be used to further limit the reports displayed in the grid. Defaults to 'All'. Contents of the drop-down are based on 'Report Type' selection.


The grid displays any profiles that match the selections made at both 'Report Type' and 'Report'.


One selection is:

 

  • 'Statements' - Shows only available (based on security rules) statement profiles that have been created to date.

 

ID
Identifies each batch within a database with a unique value.


This profile ID is also found on report footers on only those reports created via Task Scheduler, as well as in Task Scheduler System messages.    


Name
Indicates the name of the profile.


Report
Indicates the name of the report.


Description
Indicates the profile description.


Last Edit By
Indicates who last updated the profile. 


Last Updated
Indicates the date that the profile was last updated.


Reload Available Profiles
Refreshes the list of 'Available Profiles' to match the 'Report Type' and 'Report' drop-downs.


Up Arrow Button
Used to remove a profile or multiple profiles from the batch. Highlight the profile or multiple profiles in the 'Selected Profiles' grid and click the up arrow. 


Alternatively, double-click the profile in the 'Selected Profiles' grid to move it to the 'Available Profiles' grid.


Down Arrow Button
Used to add a profile or multiple profiles to the batch. Highlight the profile or multiple profiles in the 'Available Profiles' grid and click the down arrow. 


Alternatively, double-click the profile in the 'Available Profiles' grid to move it to the 'Selected Profiles' grid. 


View
Used to view the report selection screen showing saved report settings for a profile. 


Click on a profile in either the upper or lower grid and then click the 'View' button. A new report selection screen displays as long as their is menu security access to open the report screen. The opened report selection screen displays with the parameters from the profile loaded into the screen, and the profile ID and name displayed in the 'Report Criteria' frame. From here, run the report or click 'Close' to return to the Assign Profiles screen.

Selected Profiles

ID
Identifies each profile within a database with a unique value.


This profile ID is also found on report footers on only those reports created via Task Scheduler, as well as in Task Scheduler System messages.

   
Name
Indicates the name of the selected profile.


Report
Indicates the selected report name.


Description
Indicates the selected profile description.


Last Edit By
Indicates who last updated the selected profile.


Last Updated
Indicates the date that the selected profile was last updated.

View Profiles in Existing Batch

 
To view the profiles assigned to an existing batch, follow the steps below:

1. Highlight a batch in the 'Existing Batches' section in the Task Scheduler screen. The Profiles display in the 'Selected Profiles for Batch: [  ]' grid.

Assign Profiles to a Batch

 
To assign a profile to a batch, follow the steps below:

1. From the Menu, select Utility Options, Task Scheduler. The Task Scheduler screen displays. 
2. Click on the desired batch in the 'Existing Batches' grid.
3. Click 'Assign Profiles'. The Assign Profiles screen displays. The report profiles already assigned to that batch display in the 'Selected Profiles for Batch [  ]:' section.
4. Select the report type to be assigned in the 'Report Type' field. The grid populates with the profiles of the selected type.
5. Select a report in the 'Report' field to further narrow the search that displays in the grid.
6. Highlight the profile in the 'Available Profiles' grid and click the down arrow (or double-click the profile). The profile is moved to the 'Selected Profiles' grid and the update is complete.
7. To remove a profile from the 'Selected Profiles' grid and return it to the 'Available Profiles' grid, highlight the profile in the 'Selected Profiles' grid and click the up arrow. If a profile is removed from the 'Selected Profiles' grid to the 'Available Profiles' grid, but the 'Available Profiles' 'Report Type' and 'Report' drop-downs are set to display a different type of report, the profile disappears from both grids. Removing a profile from a batch automatically removes any delivery option that was specified for that profile. Deleting one of several profiles assigned to a batch does not impact the batch's run status; it still contains a green check. However, if the last assigned profile is removed, the Delivery status changes to blank or incomplete, the batch run status changes to a red X and the batch can no longer be run. 
8. Click 'Close'. The Task Scheduler screen displays. The 'Assign Profiles' field indicates 'Assigned' and, as long as 'Schedule' and 'Delivery' options are also complete, the batch can be run by Task Scheduler.

Schedule Window

Highlight a batch in the Task Scheduler screen and click 'Schedule' to access the 'Schedule' window to schedule a batch. Alternatively, right-click to display a command menu and select 'Edit Schedule'.

 

 

[Batch Name]
Displays the name of the batch being scheduled in the top border of the window.


Location
Indicates the selected location(s) for the schedule. Batches can be scheduled from any store for any store, or list of stores, that the logged-in employee has access to based on the 'Store Group' assigned in the Employee Setup screen. Defaults to current location. Accelerator key is 'Alt' + 'O'.


Active
Indicates the schedule is active and the reports will run at the scheduled time, when checked and settings are complete. Indicates the schedule is inactive and reports will not run, when unchecked. This can be used to temporarily prevent reports from running while still saving the schedule settings.


Start On Date
Indicates the date the system will start checking the schedule for this batch. Note that this does not necessarily indicate the date the batch will actually run. For example, if the start date is Monday, January 15, and the batch is set to run every Wednesday, reports will not kick off until Wednesday, January 17.


This is a required field; however, the 'End On Date' field is not required. If no date is entered in the 'Start On Date' and 'End On Date' fields, the reports will run indefinitely. The 'Start On Date' cannot be earlier than today, and the 'End On Date' cannot be earlier than the 'Start On Date'.


End On Date
Indicates the date the system will stop checking the schedule for this batch. No reports will run after this date for this batch.


This is a not a required field. If no date is entered in the 'Start On Date' and 'End On Date' fields, the reports will run indefinitely. The Start On Date cannot be earlier than today, and the 'End On Date' cannot be earlier than the 'Start On Date'. If the 'End On Date' is set to today, and is checked, the schedule is not considered "expired" until tomorrow, regardless of what the 'Run At' and 'Run At Time' values are set to.

 

Run At

Indicates when the batch will run.


Options are:

 

  1. Timed Events - Runs at the time indicated in the 'Run at Time' field, starting on the 'Start On Date' and ending on the 'End On Date' for each store specified in the 'Location' field list of stores. Invokes an additional prompt, "This event recurs…" with the selections of 'Daily', 'Weekly', and 'Monthly'.

    • 'Daily' - Batch runs each day at the 'Run At Time', between the dates specified at the START ON DATE and END ON DATE fields. 

    • 'Weekly' - Batch runs on the day(s) of the week specified on the following prompt. One or more days may be selected.

    • 'Monthly' - Batch runs on the day(s) selected in the following prompt. One or more days may be selected. If the selected date is beyond the last day of the month, such as 31 for a month with only 30 days, the batch runs on the last day of the month. If the 'Last Day Of Month' is selected, the batch runs on the last day of the month in addition to any other days selected.

      When no days are selected, and 'Ok' is clicked, the event is reset to 'Daily'. When all of the days are selected, and 'Ok' is clicked, the event remains set to 'Monthly'.

  2. 'EOD' (End-of-Day) - Batch runs after the completion of the End-of-Day process for the current store only. A batch will be triggered to be run for other stores in the list when those stores complete their EOD process.

  3. 'EOW' (End-of-Week) - Batch runs after the completion of the End-of-Week process.

  4. 'EOM' (End -f-Month) - Batch runs after the completion of the End-of-Month process.

  5. 'EOY' (End-of-Year) - Batch runs after the completion of the End-of-Year process.


If set to a process event ('EOD'/'EOW'/'EOM'/'EOY'), and the 'End On Date' is today and checked, the process event runs for the last time at whatever time it runs today.

 

Run At Time
Indicates the planned time the batch will start running. Only applies if 'Run At' is set to 'Timed Events'.


If the 'Start On Date' is set to today, and the 'Run At' is set to 'Timed', then the 'Run At Time' must be set to a time later than "now". For example, if a batch is set up at 8:00amET, and the batch should be run every day at 7:00am ET, then the 'Start On Date' must be set to tomorrow in order to save this schedule. However, if this batch was being set up at 6:00am ET, then the 'Start On Date' could be today when this schedule was saved.


If a batch is scheduled to run in multiple stores, then the batch will run in each store at the 'Run At Time' within that store's time zone. 


The 'Run At Time' is ignored for process events like 'EOD', 'EOW', 'EOM', and 'EOY'. The planned start time the batch will start running is at the completion of the process event.


Last Edit By
Indicates the Employee ID that created or last edited the batch. Automatically populated by the system. 


In Store
Indicates the store number in which the batch was created. Automatically populated by the system.


Last Updated
Indicates the date and time the batch was last updated. Automatically populated by the system.  

Procedure to Schedule a Batch

 
To schedule batches of reports to be automatically printed, emailed or filed to a folder using Task Scheduler, follow the steps below:

1. From the Menu, select Utility Options, Task Scheduler. The Task Scheduler screen displays. 
2. Highlight a batch in the grid and click 'Schedule'. The 'Schedule' window displays. 
3. Select the location in the 'Location' field, if different from the default.
4. Select a start date in the 'Start On Date' field.
5. Select an end date in the 'End On Date' field.
6. Select the run at time in the 'Run At' field.
7. Enter the requested information based on the 'Run At' timed selected.
8. Click 'Save'. The Task Scheduler screen re-displays.

Delivery Options Window

Highlight a batch in the Task Scheduler screen and click 'Delivery' to access the 'Delivery Options' window to specify the delivery methods for a particular batch or individual reports within a batch. Alternatively, right-click to display a command menu and select 'Edit Delivery'.

 

Batch Settings

Sets delivery options for all reports within a batch. 


Note: For the 'Print' and 'If No Data Found' settings, be aware that if differing options have already been selected for individual reports within the batch those individual selections will all be changed to whatever selections are made in the 'Batch Settings'. For the 'Save Reports' and 'Email Reports As' options, the 'All' button will not change settings, but will append to them. For example, if in the Batch section, 'Email Reports As' is set to 'Excel' and the 'All' button is clicked, all reports in the batch will be set to Email as Excel, but any report already individually set to Email as a PDF will now be set to Email as both PDF and Excel.


Any batch or individual report may have multiple delivery options (for example, a batch could be printed and emailed). 


Note: 'Print Report(s)' is standard delivery functionality. 'Save Report(s) To Folder As' and 'Email Report(s) As' delivery methods are available by subscription. Contact Customer Support for additional information.

 

Print Reports - All
Sets all reports in the batch to print, when clicked. 


Printed reports are sent to the default printer of the PC that has the Background Processor set. This is not necessarily the default printer of the PC being used to change the Delivery settings. 


Selecting 'All' only sets the 'Print' option for reports in the batch. It does not have any impact on whether the reports are also emailed or saved to a folder. 


Print Reports - Clear
Removes the print setting from all reports in the batch. No reports print. 


Selecting 'Clear' only sets the 'Print' option for reports in the batch. It does not have any impact on whether the reports are also emailed or saved to a folder.  


Save Reports to Folder As
Saves the batch of reports to a file folder. The folder is the My Documents/PartsWatch folder on the PC that has the Background Processor set. The report name shown in the Task Scheduler screen in the 'Selected Profiles' grid is used as the base of the file name. However, default file names contain dashes and underscore characters as well.


Options are: 

 

  • 'PDF' - Saves the report to the folder as a PDF file (.pdf). This emulates a printed report.

  • 'Excel' - Saves the report to the folder as an Excel (.xls) file with data preserved in columns that can be manipulated. This selection preserves headers and footers in the report.   

  • 'Excel Data Only' - Saves the report to the folder as an Excel (.xls) file with data preserved in columns that can be manipulated. This selection strips out some of the headers and footers in the report.

  • 'PDF/Excel' - Saves both a PDF file and Excel file to the folder.

  • 'PDF/Excel Data Only' - Saves both a PDF file and Excel Data Only file to the folder. 


All
Saves all of the reports in the batch that reflect the format selected in the 'Save Reports to Folder As' field.


For example, if all reports are currently set to 'PDF', and the 'Excel' is selected in the drop-down, the 'Excel' option is added to all reports, but they are also set to 'PDF'. However, if the 'PDF' selection is chosen, nothing will occur when the button is clicked; a second PDF file is not added.


Clear
Clears all of the reports in the batch that reflect the format selected in the 'Save Reports to Folder As' field.


For example, if all reports are currently set to 'PDF/Excel', and the 'Excel' selection is chosen and then the 'Clear' button is clicked, the 'Excel' option is removed from all reports, but the 'PDF' option remains. 


Email Reports As
Emails the batch of reports.


One email is sent to each recipient, for each batch of reports, with all reports included in the email as attachments. For example, if a batch contains two (2) reports with two (2) different formats for each report (PDF and Excel), then each recipient receives one email for this batch with four (4) attachments.


This option requires Email Recipients to be identified in the 'Email Setup' window, accessed by clicking the 'Email Recipients Setup' button. 


Options are: 

 

  • 'PDF' - Emails the report as a PDF file (.pdf). This emulates a printed report.

  • 'Excel' - Emails the report as an Excel (.xls) file with data preserved in columns that can be manipulated. This selection preserves headers and footers in the report.   

  • 'Excel Data Only' - Emails the report as an Excel (.xls) file with data preserved in columns that can be manipulated. This selection strips out some of the headers and footers in the report.

  • 'PDF/Excel' - Emails both a PDF file and Excel file.

  • 'PDF/Excel Data Only' - Emails both a PDF file and Excel Data Only file.


There is no application limitation to the size of a report file that can be created by Task Scheduler and/or sent to a printer or folder. However, there is an application limit to the size of all report files that can be attached to an email due to email file size limits on email servers. It is recommended to keep batches to between 5 and 10 reports (total of PDF and Excel reports) if the delivery option is email. However, attention to file size is still required. When the limit is exceeded, as many of the reports that can be attached will be attached, and a message displays in the body of the email stating those reports that could not be attached. The following is an example of an email limit exceeded message.


The default size limit is approximately 750kb for all PDF and Excel files being attached to one email.


All
Emails all of the reports in the batch that reflect the format selected in the 'Email Reports As' field.


Clear
Clears all of the reports in the batch that reflect the format selected in the 'Email Reports As' field.


'If "No Data Found"'
Provides the ability to set options if a report in the batch has no data found.   


Options are: 

 

  • 'Do Not Create Report' (Default) - A PDF and/or Excel file is not created for any report that contains no data.


Example 1: When a batch contains two (2) reports and only one (1) report contains data, only one report prints, is sent to a folder or is attached to an email.


Example 2: When a batch contains two (2) reports and both reports contain no data, no reports print, are sent to a folder or are attached to an email. Since there are no attachments, no email is sent to the recipient.

 

  • 'Create Blank Report' - A PDF and/or Excel file is created for the report when the report contains no data.


The report's header contains the report title only and a complete footer, but no detail data in the body. Rather the text, "The report is intentionally left blank. The report could not print because: [ reason ]", displays.


Note: Creating blank report files is more useful when the delivery option is folder or email because paper will not be wasted printing a blank report. 


A blank report also prints when:

 

  • The 'Run Batch As' user name for the batch does not have store security access to any of the stores on a report profile. 

  • The report profile contains a relative Fiscal date range of 'Last Daily Close', 'Last Monthly Close', 'Last Quarterly Close', or 'Last Yearly CLose' and the store(s) contained in the profile have not yet had the appropriate process event occur within that store.


All
Emails all of the reports in the batch that reflect the format selected in the 'If "No Data Found"' field.


Email Recipients Setup
Displays the 'Email Setup' window used to add individual recipients to the 'Selected Recipients for Batch' (in the lower grid) from the list of 'Available Recipients' (in the upper grid), view all employees in the employee file that are flagged as 'Corporate', 'Manager', or 'Asst Manager' and add a standard email subject and message or "signature" on the email that sends the report files.

Individual Report Override Settings

Sets delivery options for individual reports within a batch. The settings in the 'Batch Settings' section impact all reports in a batch. The settings in the 'Individual Report Override Settings' section replace/override the settings that may have been made in the 'Batch Settings' section, and only impact the selected report in the 'Report' field. 

 

Report
Displays the created profile name of the report.


Default File Name
Displays the base name that is used if saving the report as a file to a folder or emailing the report.


This default name can be overridden, if desired, with a new name with a maximum length of 104 characters. The new name has a maximum of 80 characters. (e.g., TAX-JOURNAL-FOR-REGIONAL-MANAGER). The run date and time (another 20 characters in the format "_yy-mm-dd_hh-mm-ss") of the report appends to this name. (This run date and time are in the store's time zone.) The file extension is .pdf for PDF formatted files; the file extension is .xls for Excel formatted files (4 more characters for a total of 104).


Print Report
Sets the report to print, when checked.


Reflects any setting that may have been previously saved either for the individual report or by using the 'Batch Settings'. Any change only impacts the report currently selected in the 'Report' field. Any subsequent change using 'Batch Settings' impacts all reports, including the setting made to the individual report.


Save Report To Folder As
Saves the report to a file folder. The folder is the My Documents/PartsWatch folder on the PC that has the Background Processor set. The report name shown in the Task Scheduler screen in the 'Selected Profiles' grid is used as the base of the file name. However, default file names contain dashes and underscore characters as well.


Reflects any setting that may have been previously saved either for the individual report or by using the 'Batch Settings'. Any change only impacts the report currently selected in the 'Report' field. Any subsequent change using 'Batch Settings' impacts all reports, including the setting made to the individual report.


PDF
Saves the report to the folder as a PDF file (.pdf), when checked. This emulates a printed report.


Excel
Saves the report to the folder as an Excel (.xls) file with data preserved in columns that can be manipulated, when checked. This selection preserves headers and footers in the report.   


Excel Data Only
Saves the report to the folder as an Excel (.xls) file with data preserved in columns that can be manipulated, when checked. This selection strips out some of the headers and footers in the report.


Email Report As
Emails the batch of reports. 


One email is sent to each recipient, for each batch of reports, with all reports included in the email as attachments. For example, if a batch contains two (2) reports with two (2) different formats for each report (PDF and Excel), then each recipient receives one email for this batch with four (4) attachments.


This option requires Email Recipients to be identified in the 'Email Setup' window, accessed by clicking the 'Email Recipients Setup' button.


Reflects any setting that may have been previously saved either for the individual report or by using the 'Batch Settings'. Any change only impacts the report currently selected in the 'Report' field. Any subsequent change using 'Batch Settings' impacts all reports, including the setting made to the individual report.


PDF
Emails the report as a PDF file (.pdf), when checked. This emulates a printed report.


Excel Emails the report as an Excel (.xls) file with data preserved in columns that can be manipulated, when checked. This selection preserves headers and footers in the report.


Excel Data Only
Emails the report as an Excel (.xls) file with data preserved in columns that can be manipulated, when checked. This selection strips out some of the headers and footers in the report.

 

If "No Data Found"
Create Blank Report


Creates a blank report if the report has no data found. A PDF and/or Excel file is created for the report when the report contains no data. The report's header contains the report title only and a complete footer, but no detail data in the body. Rather the text, "The report is intentionally left blank. The report could not print because: [ reason ]", displays. 


Note: Creating blank report files is more useful when the delivery option is folder or email because paper will not be wasted printing a blank report.  


A blank report also prints when:

 

  • The 'Run Batch As' username for the batch does not have store security access to any of the stores on a report profile. 
  • The report profile contains a relative 'Fiscal' date range of 'Last Daily Close', 'Last Monthly Close', 'Last Quarterly Close', or 'Last Yearly Close' and the store(s) contained in the profile have not yet had the appropriate process event occur within that store.  


Reflects any setting that may have been previously saved either for the individual report or by using the 'Batch Settings'. Any change only impacts the report currently selected in the 'Report' field. Any subsequent change using 'Batch Settings' impacts all reports, including the setting made to the individual report.


If "No Data Found"
Do Not Create Report
Does not create report if the report has no data found. A PDF and/or Excel file is not created for the report if it contains no data.


Reflects any setting that may have been previously saved either for the individual report or by using the 'Batch Settings'. Any change only impacts the report currently selected in the 'Report' field. Any subsequent change using 'Batch Settings' impacts all reports, including the setting made to the individual report.

 

Save
Saves the changes and closes the window.


If all reports within the batch are set to:

 

  • 'Print' (and only Print) - The box to the right of 'Delivery' on the Task Scheduler screen indicates 'Printer'.

  • 'Save' (and only Save) - The box to the right of 'Delivery' on the Task Scheduler screen indicates 'Folder'.

  • 'Email' (and only Email) - The box to the right of 'Delivery' on the Task Scheduler screen indicates 'Email'.

  • 'Combination of Print, Save, and Email' - The box to the right of 'Delivery' on the Task Scheduler screen indicates 'Multiple'. 


Cancel
Cancels the changes on the 'Delivery Options' window and all changes made in the 'Email Setup' window. Returns to Task Scheduler screen.

Procedure to Set Batch Delivery

 
To specify the delivery methods for a particular batch or individual reports within a batch, follow the steps below:

1. From the Menu, select Utility Options, Task Scheduler. The Task Scheduler screen displays. 
2. Highlight a batch in the grid and click 'Delivery'. The 'Delivery Options' window displays. 
3. Select the desired batch delivery setting(s) in the 'Batch Settings' section.
4. Click 'Email Recipients Setup' to display the 'Email Setup' window to add individual recipients, view all employees in the employee file that are flagged as 'Corporate', 'Manager', or 'Asst Manager' and add a standard email subject and message or "signature" on the email that sends the report files, as needed.
5. Select the desired individual report delivery setting(s) in the 'Individual Report Override Settings' section.
6. Click 'Save'. The settings are saved.

Delivery Output Examples

 
Email
The 'Outgoing Mail Server SMTP' value must be valid and specified in the 'Email' tab of the Store General Setup screen of the PC running the BGP. The reports will not be emailed if this information is missing or invalid and an error alert is sent to the PartsWatch Production Support Team.

The following email example contains a batch of reports where at least one of the reports in the batch (an Invoice Journal report) was delivered via email with two attachments of the same report data; one in PDF and one in Excel format. The email was sent to only one recipient. The recipient could be an employee record in the store or a non-employee email address. The subject uses the default subject provided for every batch. The batch creator has not provided any additional email message or signature. The branded signature always display at the bottom.



Folder
The following example contains a batch of reports where at least one of the reports in the batch (e.g., Invoice Journal report) was delivered to the My Document\PartsWatch folder. The folder contains two files of the same report data; one in PDF and one in Excel format. Based on the date/time of the files, these files might have been part of the same batch of reports that were generated in the email example. 



Report 
The following is a report example.



Run By
Indicates the User Name (Login ID) of the batch's 'Run Batch As' value.  
 
PartsWatch
Indicates the branded software.   

Batch
Indicates the Batch ID used for reference. 

Report
Indicates the Report ID used for reference. 

Profile
Indicates the Profile ID used for reference.

Intentionally Left Blank Page

The following conditions result in a report page being intentionally left blank.



The following is an example of when an intentionally left blank page:

File Naming Conventions

 
The batch name can be up to 80 characters and must be unique across the entire database.

When a file to be saved in a folder or attached to an email is named the same name as an existing file, the new file is renamed with a suffix of -1 and then saved. A third file is renamed to -2 and so on. For example, file INVOICE-JOURNAL_2013-02-20_ 22-00-00.pdf already exists so the file

INVOICE-JOURNAL_2013-02-20_ 22-00-00-1.pdf is saved.

Two profiles for the same report assigned to the same batch cannot have the same file name. Since file names must be unique, one of the profiles is automatically renamed with a suffix of '-1'. 

Each store should be running a Background Processor on a different PC with a different folder. In the rare event when the same Background Processor on one PC is used to run batches for multiple stores, the same file name could potentially exist in the same delivery folder for all of the stores’ report files. To prevent this, identical file names in the same folder are automatically renamed with a suffix of '-1', '-2' and so on, up to the number of stores scheduled in the batch.

Report specific file naming conventions include:

 - The file name of the Sales Tax Report run with a profile that contains the 'Include Fee' option "checked" contains the suffix '-TAX' on the first report and a suffix of '-FEE' on the second report.
 - The file name of the Cash Transaction Report run with a profile that contains 'Report Type' of 'All' contains the suffix '-ALL' on the first report and a suffix of '-DEP' on the second report.
 - The file name of the Invoice Journal Report run with a profile that contains the 'Exclude Tender Report' option "unchecked" contains the suffix '-JRL' on the first report and a suffix of '-TDR' on the second report.
 - The file name of the Sales By Account Group Report run with a profile that contains the 'Include AR Summary' option "checked" contains the suffix '-SALES' on the first report and a suffix of '-AR' on the second report.

Email Setup Window

Click the 'Email Recipients Setup' button to display the 'Email Setup' window used to add individual recipients to the 'Selected Recipients for the Batch:' (in the lower grid), view all employees in the employee file that are flagged as 'Corporate', 'Manager', or 'Asst Manager' and add a standard email subject and message or "signature" on the email that sends the report files.

Recipients Tab

Click the 'Recipients' tab to add individual recipients to the 'Selected Recipients for Batch:' (in the lower grid) from the list of 'Available Recipients' (in the upper grid).

 

 

Available Recipients
Displays all active employees in the employee file that currently contain email addresses and all non-employee file email address records added from the 'Email Setup' window. (Non-employee file email address records can be added for either a person not in the employee file, or for adding a second or third email address, such as home email or alternate work email, for an employee in the employee file.) The list fluctuates as employee records are updated (email addresses are added/removed) and, as a result, a batch of report may or may not be delivered to a recipient.


Selected Recipients for Batch:

Displays the "selected" available recipients. Every selected recipient is expected to be delivered the same batch of reports via email. Once selected from the 'Available Recipients' grid and moved to the 'Selected Recipients for Batch:' grid, the recipient is removed from the 'Available Recipients' grid. Note: To ensure a batch of reports is successfully delivered, verify and test email addresses for all recipients.


[Blank Fields (5)]
Used to optionally filter/search the particular column by 'First Name' (1), 'Last Name' (2), 'Email' (3), 'Username' (4), and 'Category' (5).


Ok
Closes the window and returns to the Task Scheduler screen with the new batch added to the grid. The 'Created By' and 'Last Updated' fields are automatically populated.    


[Checkbox]
Selects the recipient.


First Name
Displays the first name of the recipient.


Last Name
Displays the last name of the recipient.


Email
Displays the recipient's email address.


Username
Displays the recipient's username.


Category
Displays an entered group of files organized/categorized for sorting or filtering purposes.


Edit Access
Displays the recipient's batch edit access ('Internal' or 'Store').  


View Access
Displays the recipient's batch view access ('Internal' or 'Store').


Up Arrow
Used to remove a recipient or multiple recipients from the 'Selected Recipients for Batch:' grid. Select the recipient or recipients in the 'Selected Recipients for Batch:s' grid and click the up arrow. 


Alternatively, double-click the recipient in the 'Selected Recipients for Batch:' grid to move it to the 'Available Recipients' grid. 


Down Arrow
Used to add a recipient or multiple recipients to the batch. Select the recipient or recipients in the 'Available Recipients' grid and click the down arrow. 


Alternatively, double-click the recipient in the 'Available Recipients' grid to move it to the 'Selected Recipients for Batch:' grid.

Add New Available Recipient

Click the 'Add' button to add a recipient to the 'Available Recipients' grid.

 

 

First Name
Indicates the recipient's first name. Recommended but not required.


Last Name
Indicates the recipient's last name. Recommended but not required.  

 
Email Address
Indicates the recipient's email address. Required. 


Note: Ensure the address is accurate as the system does not verify its validity.


A second email address entered for an employee only displays in the 'Available Recipients' or 'Selected Recipients for Batch:' grid; it does not display in the Employee Setup screen. To identify second and third emails entered for the same person easier, it is recommended that the same 'First Name' and 'Last Name' on these non-employee records.   


Category
Can be used to organize the recipient's non-employee file records (i.e., second and third email addresses) into group for sorting or filtering.


Edit Access
Indicates the recipient's batch edit access. 


Options are: 

 

  • 'All'

  • 'Store' (Default)

  • 'Creator'


View Access
Indicates the recipient's batch view access.


Options are:

 

  • 'All'

  • 'Store' (Default)

  • 'Creator'


Ok
Saves the non-employee file record in the 'Available Recipients' grid.


Cancel
Returns to the 'Email Setup' window without saving the new available recipient.

Employee Types Tab

Click the 'Employee Types' tab to view all employees in the employee file that are flagged as 'Corporate', 'Manager', or 'Asst Manager'. Each time the batch is run, these employees receive the email with the batch of reports attached, provided they are active and have a valid email address. 

 

This tab is used as information only. This information can be used to identify which employees will receive the batch's delivery email and to see which active employees are flagged as 'Corporate', 'Manager', or 'Asst Manager', and of those, which contain an email address.

 

 

Employee Types
Indicates the three types of employee recipients. 


Types are:

 

  • '#Corporate' - When selected, the batch of reports is sent to all active employees in all stores that have the 'Corporate' flag checked on their employee record, as long as they also have a valid email address on their employee record. 

  • '#Managers' - When selected, the batch of reports is sent to all active employees in all stores that have the 'Manager' or 'Asst Manager' flag checked on their employee record, as long as they also have a valid email address on their employee record.

  • '#Store Managers' - When selected, the batch of reports is sent to all active employees in all stores that have the 'Manager' or 'Asst Manager' flag checked, but only if the managers' 'Default Location' in their 'Employee Security Setup' window matches the 'Location' value set in the 'Schedule' window for the batch. The managers must also have a valid email address on their employee record.


Description
Displays a description of the employee type.   


Show Employees
Displays all active employees (in the lower grid) that are flagged with the selected employee type in the upper grid, and contain a non-blank email address. Click one of the three employee types in the upper grid and then click 'Show Employees' to display the employees. When no employees are flagged for the selected employee type, no employees display in the lower grid.  


Include Blank Email Addresses
Displays all active employees (in the lower grid) that are flagged with an employee type and that contain both non-blank and blank email addresses. Click the checkbox before clicking 'Show Employees'.


Grid


First Name
Displays the recipient's first name.


Last Name
Displays the recipient's last name.


Email
Displays the recipient's email address.


Username
Displays the recipient's username.


Default Store
Displays the default store only if the 'Default Location' field is populated with a non-zero value in the 'Employee Security Setup' window within the Employee Setup screen.

Email Subject and Message Tab

Click the 'Email Subject and Message' tab to add an optional email subject and message or "signature" to the automatic email that is sent with a batch of reports to the recipient. 

 

The email subject and message apply to the entire batch. Multiple emails for different reports within a batch to different recipients cannot be sent. If that is needed, create another batch and assign the other recipients to that batch using different email subject and message. 

 

 

Email Subject
Displays the subject of the email. Defaults to 'Task Scheduler PartsWatch Reports'. This text can be overridden by entered text. Field is limited to 80 characters. This field must be populated with a value.  


Email Message and Signature
Displays the entered message/signature, if entered. Defaults to a blank message/signature. 


Note: Each email always contains an application signature at the end of any entered message or signature (e.g., Sent by PartsWatch). This does not display in the 'Email Subject and Message' window and cannot be overridden. 

Task Scheduler - System Messages

A System Message is written to the System Messages screen when a batch completed successfully, was partially successful or failed.   

 

Two System Messages are written when a batch of reports includes an email delivery. One shows a 'Source' of 'Task Scheduler' written to the 'Task Scheduler' folder and one with a 'Source' of 'Mail' written to the 'Other' folder.

 

All Task Scheduler messages are written by the BGP to System Messages. Therefore, the BGP must be running in order for any messages to be written. If the BGP is down, no explanatory messages are written to System Messages if a failure prevents reports from being generated or delivered.

 

The System Messages are:

 

 

The following is an example of a successful completion: