Understanding Scheduled Record Creation

The Scheduled Record Creation feature allows you to automatically create new records in any module based on predefined triggers. These triggers can be time-based (e.g., create an inspection every Monday) or condition-based (e.g., create a maintenance task after 1000 hours of equipment use).

This functionality is especially useful for recurring tasks like inspections, actions, and preventative maintenance, but can be configured for any form in the system.

The setup process involves:

1. Navigating to the Scheduled Record Creation area.
2. Creating a new schedule configuration.
3. Defining the template record, user assignments, and the rules that will trigger its creation.

Accessing and Managing Scheduled Records

All schedule configurations are managed from a central location.

1. Navigate to the Administration zone.
2. Select the Scheduled Record Creation tab.
3. From the dropdown menu on the left, select the Module for which you want to view or create a schedule (e.g., Inspections).

You will now see a list of all existing schedule configurations for that module. This list displays key information and allows for quick filtering:

• Schedule Name: The custom name of the schedule.
• Target Form Name: The form that the new record will be based on.
• Scheduled running times: A summary of the time-based rules.
• Target Workflow Step: The initial status of the created record.
• Target field: The user field that will be populated, if configured.

Creating a New Scheduled Record

1. From the main list view, click the + NEW SCHEDULED RECORD button.
2. A dialog box will appear. Select the specific form that will be used for the new records (e.g., Inspections - General Inspection).
3. The Scheduled Record Editor will open. This is organized into three sections: Details, User Assignment, and Rules.

Configuration: Details

This section defines the basic properties of the schedule.

• Schedule Name: Enter a unique and descriptive name for your schedule.
• Template Record: This is the master record that all new records will be copied from. You have two options:
  • OPEN: Click to create a new template from a blank form. Fill in any fields that should have the same value every time a record is created.
  • SELECT: Click to choose an existing record from the system to use as the template.
• Target Workflow Step: Select the workflow status the new record should be created in (e.g., "Open", "Assigned").
• Apply default field values to new records: Tick this checkbox to ensure that fields with default values (like the creation date) are populated correctly. It is highly recommended to keep this checked.
• Copy linked records and users from template: Tick this checkbox if your template record has other records or users linked to it, and you want those links to be copied to every new record created by the schedule.

Configuration: User Assignment

This section determines who the newly created records will be assigned to. A separate record will be created for each individual user identified in this section.

• Target field: Select the User-type field on the form where the assigned person's name should be placed (e.g., "Assignee", "Accountable Person").
• Users: Select one or more specific individuals from the user list.
• Roles: Select one or more user groups (e.g., "Managers", "Admins"). A record will be created for every member of the selected group(s).

Note: If this section is left blank, user assignment will be determined by the data in the template record.

Configuration: Rules

This section defines the triggers that will cause a new record to be created. You can add multiple rules of different types to a single schedule configuration.

Time-Based Rules (Schedule Rules)

Use these rules to create records on a calendar-based frequency.

1. Click ADD SCHEDULE RULE.
2. Select the desired frequency from the dropdown:
   • Daily: Specify the Hour and Time zone.
   • Weekly: Specify the Day of the week, Hour, and Time zone.
   • Monthly: Specify the Day of the month (note: 28 can be used for the last day of any month), Hour, and Time zone.
   • Quarterly, Biannual, Annual: Specify the Month, Day of the month, Hour, and Time zone.

Condition-Based Rules (Field Rules)

Use these rules to create records when a numeric value in a related record reaches a certain threshold. This is ideal for usage-based triggers, like equipment hours or distance traveled.

1. Click ADD FIELD RULE.
2. Configure the trigger conditions:
   • Trigger Field Dropdown: Select the Integer field (INTFIELD) that the system will monitor. This can be a field on the form itself or on a parent record linked via a REVERSE_RECORD_LINK.
   • First Occurrence: Set the initial numeric value that will trigger the first record creation.
   • And then every: (Optional) Tick the checkbox and enter a number to create records on a recurring interval. For example, if "First Occurrence" is 1000 and this is set to 500, records will be created when the field value reaches 1000, 1500, 2000, and so on.

Saving and Finalizing

Once you have configured the Details, User Assignment, and Rules, click SAVE at the bottom of the editor. The schedule is now active.

Editing a Scheduled Record

1. Navigate to the Scheduled Record Creation page and select the relevant module.
2. From the list of schedules, click on the one you wish to modify.
3. The Scheduled Record Editor will open. Make any required changes to the Details, User Assignment, or Rules.
4. Click SAVE.

Delete a Scheduled Record

1. Navigate to the Scheduled Record Creation page and select the relevant module.
2. In the list, tick the checkbox next to the schedule(s) you wish to remove.
3. Click the DELETE SCHEDULED RECORD button located above the list.
4. Confirm the deletion when prompted.

Important Considerations

• Hierarchy Review: For some forms, you may want the new record's hierarchy (e.g., site, department) to be based on the assigned user rather than the user who created the template. To configure this, go to Form/Workflow Definition, edit the relevant form, and set the Hierarchy field's "Initial value" to "Auto populate from a field on the form" (e.g., Assignee).
• Notifications: The system creates records silently. Ensure that your Record Notifications are configured correctly for the target form and workflow step so that assigned users are alerted when a new record is created for them.
• Template Icon: The record you use as a template will display a recurrence symbol next to its status in its module, indicating it is part of an active schedule.