Scheduled Tasks

Scheduled tasks are tasks in running cases that are set to start automatically at a certain time, for example based on a date in a variable or at an offset from another step. This page shows all of them in one place, and you can start them right away or change their start time. The page is available to administrators. Open it from the Administration menu with the Scheduled tasks card in the Monitoring and maintenance category.

Scheduled tasks are started by the cron Run scheduled tasks and events (PARALLEL), which runs every 5 minutes by default.

No.ElementPurpose
1CloseReturns you to the Administration menu.
2RefreshReloads the table.
3ScheduledTab with tasks that are waiting for their start time.
4FailedTab with tasks whose start time has already passed but the cron did not start them.
5SelectedNumber of selected rows.
6ActivateStarts the selected tasks right away. Enabled only when at least one row is selected.
7RescheduleChanges the start time of the selected tasks. Enabled only when at least one row is selected.
8Save and clear filterAppears when a filter is set. You can save the filter for your next visit or clear it with a single click.
9FilterOpens a panel with a detailed filter above the table.
10Row selectionThe checkbox in the header selects all rows on the page; the checkboxes in the rows select individual tasks.
11Column filterThe field below the column name filters the table. A column with an active filter shows a green dot.
12ColumnsTask details, see the table below.
13Row actionsMenu with Activate, Reschedule and Open case for a single task.
14Record countHow many tasks the table contains.
15ExportDownloads the table to a file. Next to it are the display and column selection options.
ColumnPurpose
Task IDNumber of the task in the case.
Task template IDNumber of the task in the template the case was created from.
Task nameName of the task in the application language.
Case ID, Case nameThe case the task belongs to.
Template ID, Template nameThe case template.
Start timeWhen the task is due to start. By default, the table is sorted by this column, starting with the nearest time.
Last rescheduledWhen the start time was last changed by the Reschedule or Activate action.
Scheduling variableWhere the start time is calculated from, if it is driven by a date in a case variable.

Which tasks are listed here

The page lists only new tasks with automatic start in active cases. The Scheduled tab contains tasks whose start time is after the last cron run, as well as wait-for-event tasks. The Failed tab contains tasks whose start time was before the last cron run but which still have not started. Normally, the Failed tab is empty.

If a task's start time is driven by a date in a variable and the variable has changed in the meantime, TAS aligns the task's start time with the variable when the page loads.

Row actions

ActionPurpose
ActivateStarts the task right away after you confirm the question Do you really want to activate the selected task? The task is activated on behalf of the case owner.
RescheduleOpens a dialog for setting a new start time for this task.
Open caseOpens the case the task belongs to.

Rescheduling

FieldPurpose
TasksScope of the action: Selected only (the number of selected rows in brackets), or All (the number of tasks matching the current table filter in brackets). For an action from the row menu, the scope is not shown and the action applies only to that task.
Start timeNew start date and time. Required. Only today's or a future date can be entered.
RescheduleSaves the new start time. Enabled only after the start time is filled in.
CloseCloses the dialog without making changes.

After rescheduling, the task gets a new start time and the current time is written to the Last rescheduled column. If the task's start time is driven by a date in a variable, the value of this variable changes as well. All other tasks in the case driven by the same variable are rescheduled at the same time, and the change is written to the variable history.

Rescheduling changes case data
When the start time is driven by a variable, rescheduling overwrites the date in the variable. Users will see the change in the case form, and it may affect other steps, calculations or prints that work with the date.

How to start tasks right away

  1. Select the tasks you want to start.
  2. Click Activate.
  3. In the dialog, choose the scope Selected only, or All for all tasks matching the filter, and confirm with the Activate button.
  4. Confirm the question Do you really want to activate the selected tasks?

TAS sets the tasks' start time to the current time and activates them immediately. If a task cannot be activated, for example because the case has no owner, a message appears with the number of activated tasks and a list of the failed ones, including the reason.

The All scope
The Activate and Reschedule buttons are enabled only when at least one row is selected. However, the All option in the dialog then includes all tasks matching the table filter, not just the selected ones. Check the filter before you confirm.

Related: Crons, System status, Administration menu

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