Recurring tasks are tasks that occur on a regularly scheduled basis. An example would be a monthly bar meeting that meets at the same time on the same day of the week every first Monday of the month. If you create a recurring task, a To Do item or an Appointment will be placed on your calendar. This is a quick and easy way to make sure you don't forget any recurring tasks.
To schedule a recurring task:
1. Click Tools ® Automatic scheduling ® Recurring Task.
2. The Browse Recurring Tasks box appears.
3. Click New.
4. The Entering a recurring task box appears.
5. Click the Reference button to select a contact and/or case.
a. The Select a Contact or Case box appears.
b. Select the contact and/or case to which you want to attach this recurring task.
c. Click Select.
6. Click Clear if you want to remove the contact that is showing on the screen. This will completely clear any reference to a client or case, until you click the Reference button and choose another client and/or case.
7. Enter a date range in the From and To fields. The date range should be set for the starting and ending date of your recurring task. Use the date spin boxes or click the calendar icon to the right of the spin boxes to choose the date range for the recurring task.
8. In the Task type field click the To Do or Appointment button to choose what type of task this will be.
9. Check the Out of Office box if you would like to designate this appointment or To Do task as being at a location other than your office.
10. Check the Private Appointment box if you want this to be a private appointment or To Do task. Checking the Private Appointment box allows only those staff members who have been included in the Appointment or To Do task to see the Appointment or To Do task on their calendars.
NOTE: The Administrator can allow staff members to have private appointments and To Do tasks appear on their calendar or the calendars of the people that are involved in the appointment.
11. In the Priority field, use the spin box to set the priority level.
12. Provide a description or name in the Description field.
13. Click the drop-down arrow in the For field and choose the staff member for whom the recurring task is being created.
14. Click the Additional Staff button to add other staff members to the list of staff members that are to be included for the recurring task.
15. If you chose Appointment as your task type, the Appointment section on the bottom left of the Entering a recurring task box will highlight.
a. In the Time box, use the spin box arrows to choose the time that you want to set the appointment.
b. In the Duration box, use the spin box arrows to choose the length of time for which you want to set the appointment.
c. Place a check in the Alarm box if you would like a reminder to display on your computer screen at the time you specify.
d. In the Hours:Mins before appt box, use the spin box arrows to choose the number of hours or minutes before the appointment that you want the alarm to display.
16. On the right side of the Entering a recurring task screen there are three sections: Period, Move to a certain day of the week and Move to workday.
17. The Period section has buttons for Day, Week, Month and Year.
a. If you choose Day, set the number of days by which you want the recurring task to be separated in the Every field.
b. If you choose Week, set the number of weeks by which you want the recurring task to be separated in the Every field. Then choose the day of the week in the Days of the week section that appears below the Period section.
c. If you choose Month, set the number of months by which you want the recurring task to be separated in the Every field.
i. In the Day of the month section place a check in the Date radio box to choose the date
each month on which the recurring task falls.
ii. If you want to choose a particular day of the week and a particular week of the month to set the recurring task, click the button below the Date button and set the two option fields for the recurring task.
18. Place a check in the Move to next box if you want to set a day of the week to move the
appointment to after the determined recurring task date has been met. Use the drop-down arrow to choose that particular day of the week.
19. If you choose to move the recurring task to the next Monday, the Add a week if the calculated date is a Monday choice highlights. Place a check in the check box if this is what you would like to do with the recurring task.
20. There are three buttons in the Move to workday section. This section is used to alter the Frequency settings. If you do not want to alter your Frequency settings, you should click the do not move button. You also have two other buttons that allow you to move the task to next workday or to previous workday. This is a good feature if your Frequency settings could make the appointment or To Do fall on a weekend or holiday.
21. Click OK.
Manage Recurring Tasks
SOS has provided a tool, Browse Recurring Tasks, from which you may create, update or delete recurring tasks. Recurring tasks either consist of appointments or To Dos. This tool makes it easy to manage recurring tasks.
To manage Recurring Tasks:
1. Click Tools ® Automatic scheduling ® Recurring Task.
2. The Browse Recurring Tasks box appears.
3. In the Task Type section click the All, To Do or Appointment button to display the list of recurring tasks that you want to view.
4. In the Timekeeper field, click the drop-down arrow to the right and highlight All to view recurring tasks for all timekeepers or highlight a particular timekeeper's initials to see recurring tasks for that timekeeper only.
5. In the Sort By field, click the Starting Date or the Ending Date button to choose the method with which to sort your recurring task list.
6. The large window with columns and the titles Start Date, End Date, Priority, Frequency, Move Work Day and Move to Next Day displays the recurring tasks that you have chosen to view.
7. The Reference section that appears above the Description box at the bottom will display the contact name and/or case for the recurring task that you have highlighted.
8. The Description field displays the description that you provided when you created or updated the recurring task that is highlighted.
9. The toolbar along the bottom of the Browse Recurring Tasks screen has the buttons and functions described below:
a. Help – Brings up this help screen.
b. New – Create a recurring task.
c. Update – Change a recurring task.
d. Delete – Delete a recurring task.
e. Close – Close the Browse Recurring Tasks screen.