After a task is created, it appears in the Tasks list and remains there until deleted. From the Tasks list, tasks can be run, edited, or deleted, depending on user privileges.

Column Header Descriptions

Name: Displays the task name entered on the Task tab. (Sortable)

Status: Displays the current task status. (Sortable)

Next Run: Displays the date and time when the scheduled task is set to run next. Never displays if the task does not run again. If no future run date is scheduled, the task can still be run manually by clicking the Run icon.

Last Run: Displays the date and time when the task last ran. (Sortable)

Result: Displays the outcome of the most recent task execution.

• Succeeded: The task completed successfully.
• Failed: The task did not complete successfully.
• N/A: The task has not run yet.

Actions: Displays the actions configured for the task. If multiple actions are scheduled, all actions display within a single record, as tasks are grouped by task name.

Studies: Displays the study associated with the task.

Created By: Displays the user ID of the task creator. (Sortable)

Created: Displays the date and time when the task was created. (Sortable)

Sort the Tasks List

By default, tasks are sorted by Name in ascending alphabetical order.

Sortable columns include : Name, Status, Last Run, Created By, and Created.

• Click a column header to sort by that column.

• Click the header again to toggle between ascending and descending order.

Expand Task Details

• Click the side arrow to the left of a task name to expand and view full task details.
• When expanded, the arrow changes to a down arrow. Click the arrow again to collapse the task and hide the details.

Task Actions

At the far right of each task, three icons provide access to the following actions:

• Run: Click the Run icon to execute the task immediately, regardless of the scheduled date and time.
• Edit: Click the Edit icon to modify task details.
• Delete: Click the Delete icon to remove the task.

Note: Only the task creator or users with Admin privileges can edit or delete a task.

Manually Cancel a Task

Tasks that remain in a running status can be canceled manually. A Cancel icon displays for tasks that are neither completed nor failed.

Note: Canceling tasks requires the System Admin privilege.

1. From the Tasks list, click the side arrow next to a task name to expand task details.

   

2. Click the Cancel Task icon. The Cancel Task window opens.

   

3. Click Yes to confirm, or No to cancel.

After cancellation, the task resets and is ready for the next execution.

Best Practices for Automated Tasks

• Validate before automating: To ensure the task executes as expected, manually Run the task to test. Confirm the Last Run and verify that the Result = Succeeded. After validation, set the task to Active and configure the recurring schedule.
• Schedule tasks intentionally: Using your local time zone as listed on the Schedule tab; align start times start times with data availability and consumer windows, adding buffer time as needed. Stagger dependent actions to prevent conflicts, avoid peak hours, and maintenance windows. For temporary automations, specify the Ends date.
• Prevent stalled runs from blocking the schedule. Enable the Cancel stalled action(s) after feature to automatically cancel runs that remain in Running status beyond the set hours which then resets the task for the next occurrence. Set this threshold for less time than the Repeat interval so a stalled run clears before the next start.  
• Monitor and clean up regularly. Review the Tasks list often. Sort or filter by Status, Last Run, and Result to identify failures, incomplete runs, and stale entries with Next Run: Never. Expand details to check Actions and error messages, then choose to Run, Edit, or Delete as needed.  
• Create tasks within the target module when available. For example, configuring the task from Importer or Exporter preselects the study and action, and automatically generates an email notification, reducing effort and mistakes. Use the Tasks module for cross-study scheduling or multi-action chains. After saving the scheduled task, always verify that the Next Run matches the expected schedule.
• Schedule email notifications for import success or errors. When data imports are scheduled automatically, an import error can delay the process if it occurs. Set up email notifications so that the appropriate users are notified when the import is complete. If an import error occurs, another team also receives an email, allowing for immediate action to be taken.