Schedule Different Action Automations from Tasks

The process of scheduling an action from Tasks versus from within the action itself is virtually the same. However, when you click on schedule from within an action, such as an Exporter, you already have a defined study and action. In addition, an email is created automatically based on the action, whereas if you schedule a task from Tasks, you must define the action and the email.

Schedule a Task

Access Tasks from within a study or from under Platform Administration.
All previously scheduled tasks display.
Click the (+) plus sign in the master header to add a new task.
The New Task window opens with three tabs: Task (selected by default), Schedule, and Actions. Continue to read instructions for each tab below.

Step 1: Task Tab

In the Name field, enter a name for the task.
In the Description field, enter text that provides details for the task.

Important: Keep the Active box checked to ensure the task is enabled and will run.
Check Cancel stalled action(s) after xx hour(s) to automatically cancel the action if it persists in a running status for the specified number of hours. Once canceled, the task will be ready for the next execution.
1. By default, 23 hours are entered. Update the number of hours if needed.
Click the Schedule tab to continue.

Step 2: Schedule Tab

Important: If a task has already been created with the same name, you will receive an error message. Change the name, and click Schedule again.

In the Start Date field, enter the start date by entering the date or using the calendar tool to select a date.
In the time fields, enter the hour and minute for when the task should run.
Click the AM / PM field to select AM or PM for the time.
If you want this task to run on a recurring schedule, select the Repeat checkbox.
In the Repeat every field, enter a number and then click the drop-down to select the frequency for this task:
1. Minute: The frequency for how often throughout the day you want the task to run in minutes, (every 5 minutes, every 30 minutes, etc.)
2. Hour: The hourly frequency, (every hour, every 2 hours, etc.)
3. Day: The daily frequency, (every day, every other day, etc.)
4. Week: The weekly frequency, (every week, every two weeks, etc.)
5. Month: The monthly frequency, (every month, etc.)
To specify an end date for a recurring schedule, select the Ends checkbox, and then enter a date in the calendar field or use the calendar tool to select a date.
Click the Action tab to continue.

Step 3: Actions Tab

Click the Add button to select an action from the drop-down list.
Click an action below to see more information for the fields required for that specific action:

Action Name	This field auto-fills with the selected action, Import. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action is not reliant on another action. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, if you schedule an import, you may want the export to take place only if the import has completed successfully.
Study	Select the study.
Import Definition	Select the import you want to schedule. Remember, you cannot schedule to import a file. When you make your selection, your selection becomes part of the name, or the first Action field. The name can be changed.
Integrate on Discrepancies	The integrate function will run as soon as the file import has completed. If not selected, the import will pause at the Ready To Integrate step and await user input.
Incremental Import	Only import new or changed records.
Defer Mapping	Defer mapping on imported data. If Defer Mapping is selected, Skip Mapping is disabled, and Skip Publishing is automatically selected and disabled. For example, use Defer Mapping when there are multiple imports for the same study, and you defer the mapping until the last import.
Skip Mapping	Skip running any mappings on imported data. If Skip Mapping is selected, Defer Mapping is disabled, and Skip Publishing is automatically selected and disabled. For example, use Skip Mapping to skip the mapping.
Skip Publishing	Skip publishing imported data for visualizations.

Action Name	This field auto-fills with the selected action, Publish Analytics. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action is not reliant on another action. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place.
All Studies	Check this box if the task applies to all studies.
Study	Select the study.

Action Name	This field auto-fills with the selected action, Export. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action is not reliant on another action. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, if you schedule an import, you may want the export to take place only if the import has completed successfully.
Study	Select the study.
Definition	Select the export definition you want to execute.

Action Name	This field auto-fills with the selected action, Run KRIs, and the name of the study. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, you may want to run the KRI update only if a dependent import action has completed successfully (“On Success”).
Study	Select the study.
Cc Recipient(s)	Select a recipient from the drop-down list, or begin typing to filter the list.

Action Name	This field auto-fills with the selected action, Run RBQM. You can change this to a meaningful name for the project. Note: it is recommended that Run RBQM is scheduled at regular intervals.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, you may want to run RBQM only if a dependent import action has completed successfully (“On Success”).
Study	Select the study.
Cc Recipient(s)	Select a recipient from the drop-down list, or begin typing to filter the list.

Action Name	This field auto-fills with the selected action, Run SCE Program. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, you may want to run an SCE program only if a dependent import action has completed successfully (“On Success”).
Study	Select the study.
Program	Select the program.

Action Name	This field auto-fills with the selected action, Data Quality. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, you may want to run a Data Quality check only if a dependent import action has completed successfully (“On Success”).
Study	Select the study.
Data Quality Job	Click the drop-down to select the Data Quality Job that should run.

Action Name	This field auto-fills with the selected action, Validator. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, you may want to run a Validator job only if a dependent import action has completed successfully (“On Success”).
Study	Select the study.
Definition	Click the drop-down to select the Validator Definition that should run.

Action Name	This field auto-fills with the selected action of Check Import Source. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place.
Study	Select the study.
Data Source	Click the drop-down to select the import data source defined in the selected study. If the import source defined does not exist, or cannot be reached, this action will fail.

Action Name	This field auto-fills with the selected action of Run Report. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for the task. If this is an additional action, select from the drop-down list: None, On Completion, On Error, On Success. This determines when the action should take place. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place.
Report	Click the drop-down and select the system report. The list of reports is subject to change.
Report Definition	Click the drop-down to select the Report Definition that should run.

Note: Typically, you would only select Email after you had added another action first.

Action Name	This field auto-fills with the selected action of Email. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	Select from the drop-down list to determine when the email will be sent. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, send an email after the export has completed (On Completion).
Email To:	By default, your email address is included when scheduling from within an action, such as Exporter. Click the drop-down button to the right of the field to add any elluminate users to the email. Tip: You can also enter email addresses for non-elluminate users, although this requires an adjustment to a setting. If you are unable to enter non-elluminate users, contact your elluminate administrator or email support@eclinicalsol.com for assistance.
Subject	Enter the subject for the email.
Message	Enter the message for the email.

Action Name	This field auto-fills with the selected action of Issue Notification. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	Select from the drop-down list to determine when the email will be sent. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, send an email after the export has completed (On Completion).

Action Name	This field auto-fills with the selected action of Run Mapping. You can change this to a meaningful name for the project.
Enabled	Leave this checked to enable this task. If you uncheck it, the task will not run.
Dependency	This drop-down is grayed out if this is the first action scheduled for this task, as the mapping definition knows the dependencies. Select from the drop-down list to determine when the email will be sent. None = the action will take place regardless of the outcome. On Completion = the action takes place regardless of the outcome, but requires a previous action to take place. On Error = the action will take place only if there is an error with the previously scheduled action. On Success = the action will take place only when the previously scheduled action has completed successfully.
Action	This drop-down is grayed out if this is the first action scheduled for this task. If this is an additional action, select the action from the drop-down list that must occur before this new action can take place. For example, send an email after the export has completed (On Completion).
Select Mapping	Click the drop-down and select the mapping.
Publish Analytics	Check to publish analytics.

Click OK when the required fields are filled out.
Click the Add button again to include any additional actions with the task.

Tip: Add an email action to receive notification when the scheduled action takes place.
Click Save to finalize the scheduled task.

Manually Cancel a Task

Task actions that persist in a running status can be canceled. A Cancel icon will appear for tasks that have not been completed and have not failed.

Note: Users must have the System Administration privilege to cancel tasks.

From the Tasks list, click the side arrow next to the name of the task to expand the task details.
Click the Cancel Task icon. A Cancel Task window opens.
Click Yes.