- Switching from “auto-scheduled” to manual or manual to “auto-scheduled”:
When toggling off “auto-scheduling” - future tasks won’t be triggered, scheduled tasks won’t be affected.
When toggling on "auto-scheduling" - scheduling job will also the applied to population from a week back. For instance, if toggling on onboarding task list with anchor date of start date, then the task list will be triggered for new hires with start date of a week before and forward. In those cases, if the task list of new hires from a week before was already triggered, then Bob will trigger it again.
- Adding a task:
When automatically triggered - the task will be added as scheduled/triggered and will be seen in “manage tasks”.
If the anchor date is in the past, but the trigger date is in the future - the task will be triggered.
If the anchor date is in the past, but the trigger date is in the past - the task will not be triggered.
If the anchor date is in the future - the task will be triggered.
When manually triggered:
If the task list was triggered in the past - the task won’t be triggered. But if the new task is dependent upon a past task - it will be triggered.
Generally speaking, the tasks will be triggered/scheduled as far as it displayed in the task list settings on the trigger date (new tasks won’t be triggered).
- Editing a task:
When automatically or manually triggered - the new data (description, assignee, trigger criteria, etc.) will be modified and will be displayed in “manage tasks”.
- Deleting a task:
When automatically or manually triggered - the tasks won’t be triggered (even if it was scheduled, unless it was already “triggered” / “incomplete”).
- If the task’s triggering criteria is changed:
If a scheduled task is postponed - it will be rescheduled.
If a triggered task is postponed - nothing happens.
If scheduled task is preceded - if the system date is before the anchor event, the task will be triggered. If the system date is after the anchor event and the system date - trigger date > 7 days - the task will be cancelled.
If a triggered task is preceded - nothing happens.
- Editing employee dates:
When automatically triggered based on the anchor event:
If all the tasks were triggered (there are no scheduled tasks) - the task list will be re-triggered based on the new employee data.
If some of the tasks are scheduled - only the scheduled tasks will be modified based on the new employee date.
When manually triggered based on the anchor event:
If all the tasks were triggered (there are no scheduled tasks) - nothing happens.
If some of the tasks are scheduled - only the scheduled tasks will be modified based on the new employee date.
- Editing the “Applies to” when automatically triggered:
If some of the tasks are scheduled, they will be cancelled for the employees that are not applied to the task list.
If a new employee was added - the task list will be triggered for them in the future (based on the triggering).
- Changing task list name or timezone:
The task list name will be updated for all tasks statuses.
The timezone will be updated for all scheduled tasks (both for manually and automatically).
Automatically triggered task lists will be triggered once in a 6-hour period (timezone will be updated accordingly).
- Trigger from flows:
Employee Updates and Self-Service flows - the task list will be triggered “now” (after submitting or after all approvals, except for Leave flows where the task list will be triggered based on “leave date” / “termination date”).
New hire flow - you will be able to see if the tasks will be triggered “now” or based on the scheduling settings. If it will be “now” - this is the anchor date.
Keep in mind - triggering from flows is considered a manual triggering and if you also have an auto-scheduled task list both of them will be triggered.
- Triggering manually from Directory:
The selected date is the anchor date and not the due date.
A note displaying when the first task is triggered.
- Manage tasks:
Tasks will be scheduled when the trigger date is in the future and the earliest task within the task list was already triggered. The first task within the task list will be scheduled 24 hours before the trigger date.
Scheduled tasks can be cancelled in bulk.
