Tasks allow administrators to automate processes (such as backups) or perform functions on multiple patrons or facilities. Tasks are configured to run manually or on a scheduled basis.
Almost all tasks require a user to provide a list of patron or facility ID numbers. The ID number list allows defines which patrons or facilities are processed and what changes are applied by the task.
For example: The Process Contract Items Task can be scheduled to run periodically to process contract item changes.
Task Considerations
•Depending on the type of task and the quantity of ID numbers to be processed, processing may take a long time. If an institution is processing a large number of IDs and staff members are concerned about the response time for other system users, consider scheduling the task to process at night. Alternatively, the task can be processed during a slow time of the day.
•CBORD recommends institutions back up their database regularly. In the unlikely event that a task processes by mistake, the database can be restored back to the previous state. Contact CBORD Support for assistance with restoring a database, if necessary.
•Tasks will not process patrons with the Suspend All Processing option enabled. Suspend All Processing can be set for a patron via the Patron module.
•When configuring an Advanced Find filter for a task, the Max items to return field is set to 1,000, by default. CBORD recommends users increase this value if there’s a possibility that more than 1,000 patrons could be returned for this task.
Task Security
Access to the Tasks function is controlled by the TaskScheduler user permission. Access is granted if a user’s role has the View option enabled for the permission.
Administrators can edit additional permissions for Tasks using the TaskScheduler.Tasks permission. The role’s Add, View, Update, or Delete access permissions can be configured.
If necessary, permissions can be configured for individual Tasks Types. Task Types to which the Role does not have access are listed in the Does Not Have ____ Access window. The Has ____ Access window displays all items to which the user does have access. Use the Add and Remove controls to configure the Task Types available to the user role.
Refer to the Edit a Role section for more information about editing user role permissions.
Remote File Path and Advanced Find Considerations
Consider the following limitations when using a Remote File Path or Advanced Find search to define patrons or facilities for task processing:
Using a Remote File Path
•This option does not retain the data from the file for a task—it uses the location and file name each time the task is run.
•If the file is edited, the new (edited) file in that location will be used.
•If the file is deleted or the filename is changed, the task will not be able to use the file’s data.
•The file must be stored on the Odyssey HMS/ResCenter server. It is not possible to import the file from a local workstation.
Using Advanced Find
•This option does not retain the data from the Advanced Search. The search is run each time the task is run.
•If a saved search is used for a task, and the saved search is edited, the original saved search criteria will be used.
•Editing a saved search for one task does not affect another task that uses the same saved search.