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Set up a scheduled task


General

Scheduled tasks can be assigned to documents, which are executed on the expiration date.

  • The scheduled task is defined in the Action field.

For documents in general: Documents and their handling

Scheduled tasks

A scheduled task can be:

  • Change of document status.

  • Moving the document to Flow's trash.

  • Sending a message.

Search for documents with scheduled tasks assigned.

Using the Action and Effective Start/End fields on the search page:

(1) Select the Archive tab.

(2) Select Documents > Document.

  • Flow opens the Search Results dialogue box.

(3) If necessary, select the Effective Start and Effective End date limits.

  • Click on the field to open the calendar. Select the date from the calendar.

(4) If necessary, select the Action.

  • Click on the Action field's default button. Select the desired action from the list.

(5) Search for documents that meet the search criteria by selecting the Search function.

  • Flow lists the documents that meet the search criteria.

Search using the Expiry Date field:

(1) Click on the Flow icon in the top left corner.

(2) Click on the Expiry Date function on the desktop.

  • Flow opens a list of expiry dates.

(3) Select the expiry date.

  • Flow displays the documents whose expiration matches the selected date.

Administrator functions

Advance warning date

The message is sent by default seven days before the expiration date. In the portal, you can change the advance warning sending time; the unit is whole days.

(1) Select Portal

(2) Select System Administration > Miscellaneous > System Settings

(3) Search for the keyword messages.send_days_before_end_time

The default value for the keyword is default, meaning seven days.

Advance warning messages

Messages are sent using message templates defined in the portal.

(1) Select Portal

(2) Select System Administration > Miscellaneous > Message Templates.

The names of the message templates are:

  • end_date_approaching - notifies in advance of the expiration date (mentioned advance warning)

  • object_to_recycle_bin - notifies that the document has been moved to the recycle bin

  • object_status_changed - notifies of a change in status

  • object_valid_time_ended - notifies that the document's validity period has ended

Scheduled tasks are set, and the default interval is once a day at 04:00. You can adjust the scheduling properties from the portal:

(1) Select Portal

(2) Select System Administration > Miscellaneous > Admin Thread Processes

(3) Search for the keyword fi.vertex.pdmdoc.ValidDateActionThread

(4) Enter a new value for the keyword

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