Scheduled Actions (a feature in Assure that automatically generates recurring Actions and assigns them to one or more users at a defined frequency) allow users to create a template Action that the system creates and assigns on a repeating schedule, without requiring manual intervention each time. This article covers the prerequisite Supervisor Privilege needed to access Schedule Actions, the step-by-step setup of a new schedule including its Details, Action, People, and Recurrence sections, and the email notifications generated at key schedule events. This feature sits within Task Management in Assure and is relevant to any Assure user with the appropriate Supervisor Privilege.
Prerequisites
Before a user can create Scheduled Actions in Assure, the following must be in place:
- The Manage Schedule Supervisor Privilege (a high-level permission that grants the ability to create and edit Scheduled Actions via Task Management) must be set to Allow on the user's Supervisor Privilege profile.
Note: A user without this privilege will not see the Schedule Actions option in Task Management.
Step 1 - Enable the Manage Schedule Supervisor Privilege
The Manage Schedule Supervisor Privilege enables a user to create and edit Scheduled Actions, which are accessible via Task Management > Schedule Actions.
An administrator must set this privilege to Allow within the user's Supervisor Privilege configuration before proceeding.
Once the Manage Schedule setting has been set to Allow, an additional option becomes available within Task Management called Schedule Actions.
Step 3 - Create a New Schedule
To create a new Schedule, the user clicks the New Record icon in the Schedule Actions list view.
The user then completes the following four sections:
Details
| Field | Description |
|---|---|
| Schedule Name | The name used to identify the schedule |
| Org Unit | The Organisational Unit (Org Unit) the schedule is associated with |
| Reference | A reference value for the schedule |
Action
| Field | Description |
|---|---|
| Action Name | The name of the Action that will be generated on each recurrence |
| Action Detail | A description of the work to be completed |
| Category | The category assigned to the Action |
| Priority | The priority level of the Action |
| Action Org Unit | The Organisational Unit the Action is assigned against |
People
The user specifies who the Action will be assigned to:
- Single User - the schedule assigns the Action to one named user
- Multiple Users - the schedule assigns the Action to more than one user
Recurrence
The user configures when the schedule starts, how often it repeats, and when it ends.
Schedule Starts The user selects a start date for the schedule.
Repeat
| Frequency | Options |
|---|---|
| Daily | Every [x] days |
| Weekly | Every [x] weeks on selected day(s) of the week (Monday through Sunday) |
| Monthly | Day [X] of every [Y] months, OR the [X] [named day] of every [Y] months |
| Yearly | Every [x] years on a specified month and date |
Ends
| Option | Description |
|---|---|
| On Specified Date | The schedule stops generating Actions on a defined end date |
| After Number of Occurrences | The schedule stops after generating a defined number of Actions |
Email Notifications
Assure automatically sends email notifications at three key points in a schedule's lifecycle:
| Event | Notification Sent To |
|---|---|
| Schedule Created | All users who will receive an Action from the schedule are notified by email at the point of creation and advised to log in to Assure to view their assigned Actions |
| Schedule Edited | All users who receive an Action, or an edited Action, from the schedule are notified by email |
| Schedule Approaching End | The schedule creator is notified by email when the schedule is 7 days from its end date |
AI Metadata
| Field | Value |
|---|---|
| Product Area | Task Management, Schedule Actions |
| User Role | Assure users with the Manage Schedule Supervisor Privilege; System Administrators |
| Tags | Schedule Actions, Scheduled Actions, Recurrence, Task Management, Supervisor Privilege, Action, Action Notification, Org Unit, Manage Schedule |
| Version / Region | All Assure versions; all regions |
| Important Synonyms | Schedule Actions = Scheduled Actions = recurring actions; Action = Task; Org Unit = Organisational Unit; Manage Schedule = Manage Schedules (Supervisor Privilege) |
| Suggested Embedding Keywords | schedule actions Assure, create scheduled action Assure, recurring action Assure, Manage Schedule supervisor privilege, schedule actions task management, action recurrence Assure, scheduled task Assure, action schedule daily weekly monthly yearly, scheduled action notification email |
| Relevant Modules and Cross-Module Implications | This article is scoped to the Task Management module within Assure, specifically the Schedule Actions feature. Scheduled Actions generate Actions that appear in Action Manager and in the assigned user's My Tasks view. The Manage Schedule Supervisor Privilege is configured in Settings > Organisational Configuration > Supervisor Privileges, creating a dependency between System Configuration and Task Management. Email notifications sent at schedule creation, edit, and end use the Assure notification system. |