The Scheduled Program Update screen allows you to add or change settings for a Miscellaneous Scheduled program.
Buttons on the screen…
Click Save to save your changes and return to the previous screen.
Click Cancel to return to the previous screen without saving your changes.
Click Create All Index Records to run the Search Index Builder "on demand." This is a good option when you are creating the event for the first time only. Once the index has been built, the scheduled event will keep it updated.
Click Delete Language Codes to run the Language Cache Builder "on demand." This is a good option when you are creating the event for the first time only. Once the language cache has been deleted and recreated, the scheduled event will keep it updated.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
SAScheduledProgramUpdate_Tab1
Schedule Name (SAScheduledProgram_ScheduleName)
Enter the name you want to give to this Miscellaneous Scheduled Event.
Record Status (SAScheduledProgram_RecordStatus)
Accept the default (Active) or select an alternate Record Status, if desired:
- Active - The Event is active and will run as scheduled.
- Inactive - The event is not active and will not run.
Scheduled Program (SAScheduledProgram_ProgramToRun)
Select the Miscellaneous program you wish to schedule. Upon selection, other fields may appear on the screen. Options include:
Auto Work Order Create from PM
This program creates Work Orders from Preventive Maintenance Plans in the MainTrac module. To be included in the Scheduled Event the PM Plan must have the Automatically Create Work Orders option enabled and the PM Plan must be coming due based on Time or Usage.
BI Warning
This program checks/monitors the Before-Image (BI) database file size and then emails the addresses in the Warning Email Address field if the file size exceeds the threshold specified. In the event the BI file size is greater than the warning size specified in the BI File Warning Size field an email is sent every 15 minutes.
Calc Fee Index Builder
This program rebuilds Golf-related Greens Fees and Booking Fees for display in WebTrac whenever changes are made to them. Fees can be Greens Fee-Type Service Item or Fees linked to a golf course itself.
Note:
The Calculate Golf Fees on Search Index Records option on your WebTrac Parameters profile • Core group MUST be enabled for this Schedule Event to produce results.
CYMS Bulk Status Change
This program is used in CYMS to help manage room rosters as children transition through Daycare rooms. It looks at Activity Enrollment Status and the date. When the applicable status date is less than "today the program changes a roster's enrollment status as outlined below. It also clears any applicable roster entries from the CYMS Transition Matrix.
- "Future" to "Enrolled."
- "Transitioning Out" to "Transitioned Out."
- "Transitioning In" to "Enrolled."
- "Withdrawing" to "Withdrawn."
Database Extent Size Check
This program runs a check against the size of your database extents and will send an email to warn users when an extent reaches its warning level.
- If the Automatically Add Warning Extents option is enabled the system will add a new extent for you. Vermont Systems recommends this option.
- If the Automatically Add Warning Extents option is not enabled then you'll have to add a new extent manually using the Database Extent Management program.
Note:
Database Extent Size is maintained on your Static Parameters profile.
Email Queue
This program is used to send email from RecTrac to your email server where it is then distributed to recipients. Email settings are maintained on your Email profile.
Enrollment Offer Expiration
This program checks for enrollment offer expiration dates/times every one (1) minute. When this program finds an enrollment offer that has expired, the enrollment offer is canceled, and an email notification is sent to the patron. When this program finds an enrollment offer that has an upcoming expiration, it sends a warning email to the patron. Enrollment offer emails can be updated from Comment Code Management.
Note:
This program should be set up before:
Enabling Waitlist Automation for an Activity Section.
Running the Lottery Spin program.
Disable Inactive Users
This program checks the user's last login date and compares it to the value entered in the Inactivate Users without a Login in the last X Days* field to determine the user's status. If a user has logged in to RecTrac within the specified number of days, their account remains active. If this user has not logged in to RecTrac within the specified number of days, their account is automatically deactivated, excluding those users specified in the Exclude Users Field.
Note:
Deleting or inactivating a user's RecTrac account promptly ends any of that user's open RecTrac sessions, simultaneously suspending their ability to interact with any open sessions further.
Help Indexing
This program builds the online help file automatically and thus allows information pages to launch "on demand" when you click the "i" information icon on any field in any program.
Inventory Valuation
This program takes a snapshot of each item's current inventory figures as well as sales for the previous month and posts the previous month's data to a database table for reporting purposes. The figures posted include: Quantity On Hand Average Cost Last Cost Quantity Sold Net Sales and Item Price. This data can then be reported on in the Inventory Valuation Reports Inventory Cost Value Comparison Report and the Inventory Year End Comparison Report.
Note:
This Event gets created automatically and is hardcoded to run at 12:00am on the first day of each month.
Language Cache Builder
This program builds custom and Vermont Systems Language Codes so the phrases can be fetched from the database on the browser request. Vermont Systems recommends creating and using this event.
Note:
Click Delete Language Cache to run the Language Cache Builder "on demand." This is a good option when you are creating the event for the first time only. Once the language cache has been deleted and recreated the scheduled event will keep it updated.
PayTrac Monthly Statement
This program generates the monthly statements for PayTrac customers. The monthly statement shows the amount owed to Vermont Systems for credit card transactions processed through the PayTrac gateway. This program must be scheduled for all PayTrac customers.
PayTrac Status Update
This program changes a transaction status from "Authorized" to "Settled" for the Vermont Systems PayTrac credit card gateway. This program must be scheduled for all PayTrac customers.
Record Cleanup
This program runs every minute and looks for "delete Links" Raw2ac records. If found the program runs the Special Delete Links logic to clean up any extraneous records that result from individual records being deleted or ranges of records being purged.
Search Index Builder
This program rebuilds Search Indexes used for patron's searches in WebTrac. Search Indexes should be rebuilt whenever File Maintenance updates are made in any module. For example when you update your Summer Session Activities in RecTrac and prepare them for enrollment the Search Index Builder will update search parameters in WebTrac.
Note:
Click Create All Index Records to run the Search Index Builder "on demand." This is a good option when you are creating the event for the first time only. Once the index has been built the scheduled event will keep it updated.
Section Transfer to History
This program creates a snapshot image of any Activity Sections setup as Continuous for reporting purposes. It then creates new duplicate Sections (with updated End Date and Year values) without Archiving any current enrollments. This program should be scheduled to run daily 15-30 minutes prior to midnight.
Generally speaking the Continuous option on Activity Sections should be used for Military daycare programs only (child care programs before and after school programs some instructional classes etc.) where there is no set end date. However municipal departments who run daycare programs may find it useful as well. Contact Vermont Systems Sales for further information regarding the uses of the Continuous option.
Session Cleaner
This program looks for idle and/or inactive RecTrac sessions that should be closed and terminates them thus freeing up resources for active/valid connections. Timeout and session end values for idle and/or inactive sessions are maintained in the Static Parameters profile• Session Cleaner Settings Group.
Deleting/Inactivating User Accounts: Idle/inactive user sessions can be terminated manually using the Session Management program.
Note:
Deleting or inactivating a user's RecTrac account promptly ends any of that user's open RecTrac sessions, simultaneously suspending their ability to interact with any open sessions further.
Session History Delete
This program looks at the settings in the Static Parameters profile• Interface Session Tracking Settings Group for Deleting Sessions with no Tracking History and Deleting Tracking History Older than <X> Days and deletes the appropriate records.
SMS Sync
This program is used to send and receive SMS Text Messages in RecTrac. Refer to Topic Doc - RecConnect Reports.
SMS Usage
This program is used to send SMS usage data from your department to Vermont Systems. Refer to Topic Doc - RecConnect Reports.
Waitlist Automation
This program triggers the enrollment offers that are sent to family members on your automated Activity Section waitlists.
- Once set up, this program runs every one (1) minute and identifies all Sections that have:
- A status of Active
- Waitlist Automation settings enabled in Activity Section Management
- Space available
- Current waitlist enrollments
- When it finds a Section that satisfies the criteria above, the program sends enrollment offers to Family Members based on the following events:
- Cancellation of an enrollment in the Activity Section
- Transfer of an enrollment in the Activity Section to a different Section
- Rejection of an enrollment offer for the Activity Section
- Expiration of an enrollment offer for the Activity Section
- Increase of the Overall Max Count on the Activity Section
- Automation End Date field on the Activity Section updated to end at a later date
- Automation Start Date field on the Activity Section updated to occur on or before the current date
- Activity Section removed from the Shopping Cart
- Automated Waitlist? toggle turned on for a new Activity Section
Web Graphical Cache Builder
This program improves search and add to cart times for POS Venue Tickets in WebTrac. The event runs once a minute and rebuilds the existing cache once every 5 minutes.
WebTrac Availability Update
The system creates this event automatically. It runs every few minutes and is used to dynamically update the availability of Activities/Sections in WebTrac for registration purposes so during open reservation periods the system (and your customers) will know whether Sections have filled. Activity search results in WebTrac are now cached to help improve performance.
Run As (SAScheduledProgram_RunAs)
Select your Run As" User ID. This is the User ID that will be associated with this task/event when it runs. This is a mandatory field for this Scheduled Event for the default VSI RecTrac Design. Your Design and setup may vary. By default, VSI recommends selecting the ZZS User ID as the "Run As" User though you may make an alternate selection if desired.
Reminder Sent X Hours Prior to Expiration (ScreenOnly_OfferWarningHours)
This field is applicable only if your Scheduled Program is Enrollment Offer Expiration.
Fill in a value. The value you enter is the number of hours before a Lottery Spin’s Enrollment Offer Expiration Date/Time that patrons will be sent an email reminder of their upcoming expiration.
The purpose of this feature is to automatically send reminder emails to patrons who have an upcoming Enrollment Offer Expiration.
Note:
As of 3.1.10.29.00, winning the lottery does not result in automatic Activity enrollment. Instead, Family Members are sent an enrollment offer that must be accepted to finalize their enrollment into the winning program.
Enrollment offers expire after a set period. Reminder emails are automatically sent to patrons with an upcoming Enrollment Offer expiration.
Email Seconds (ScreenOnly_EmailSeconds)
This field is applicable only if your Scheduled Program is Email Queue.
Select a value (10 - 120 in increments of 10). The value you select is the number of seconds the Email Queue event will run each time the event is triggered. (By default the event is triggered every 55-60 seconds.) The system will send as many emails as possible within the time allotted. The next time the event is triggered it will run again for as many seconds as defined here and send as many emails in that time as possible.
The purpose of this feature is to allow other Scheduled Processes time to run in the event you are simultaneously sending out an email to a large number of patrons in your database. This setting can have the biggest impact when sending a large volume of emails such as RecConnect emails. VSI recommends a value of 20-50 in this field.
Note for when Setting this Value:
If the Application Server that runs the EVENTlive AS has excess resources consider setting the Email Seconds value to a minimum of 50 seconds. This will allow the Email Queue event to send more emails when the event fires and will consume more server resources as a result.
If your Application Server is taxed for resources consider setting the Email Seconds value to 20 seconds. This will send fewer emails each time the Email Queue event fires but will not tax your server resources as much.
How Emails are Sent
All emails go into a queue and are assigned a Priority. Emails are sent in priority order from highest to lowest where '0' is top/highest priority and '100' is lowest regardless of when they were added to the queue. So a '0' Priority Level email that gets added to the Queue one second before the event fires will be sent before anything else already in the Queue save any for other '0' Level Priority emails. Email priority is hardcoded and assigned as follows:
- WebTrac/RecTrac Login Info - Priority of 0 (Top Priority)
- Anything not specifically set - Priority of 10 (Email processes not specifically set will get this priority. These include (but are not limited to) Informational emails Scheduled Event Notification emails and others)
- Standard Receipts - Priority of 20
- Processing Events with a Report/Standard Reports - Priority of 50
- Installment Billing Receipts/Statements - Priority of 90
- RecConnect emails - Priority of 100 (Lowest Priority)
Valuation Active Days (ScreenOnly_ValuationDays)
Accept the default value (730) or overwrite with another value as needed. This value is a number of days since last activity threshold. When this program runs, any inventory item with a Last Active Date" equal to or before the number of days designated in this field will be included. 730 days is two (2) years.
Warning Email Address (ScreenOnly_AdminEmail)
This field is applicable only if your Scheduled Program is Database Extent Size Check or BI Warning.
Enter email addresses in this field. In the event your scheduled event (Database Extent Size or BI Size) reaches its Warning Limit an email will be sent to address(es) in this field as a byproduct of the event running.
To include multiple recipients' separate email addresses with a comma and no space. For Example: john@rectrac.com paul@rectrac.com george@rectrac.com ringo@rectrac.com
This is a mandatory field for this Scheduled Event for the default VSI RecTrac Design. Your Design and setup may vary.
Run Daily Time (ScreenOnly_ScheduledTime)
This field is applicable only if your Scheduled Program is Database Extent Size Check or CYMS Bulk Program Withdrawal.
Database Extent Size Check
Select the time of day you wish this event to run. VSI recommends running this process at some point overnight when your department is not typically in opening hours. This is a mandatory field for this Scheduled Event for the default VSI RecTrac Design. Your Design and setup may vary.
CYMS Bulk Program Withdrawal
Select the time of day you wish this event to run. VSI recommends running this process at some point after midnight but before your centers open for the day. This is a mandatory field for this Scheduled Event for the default VSI RecTrac Design. Your Design and setup may vary.
BI File Warning Size (GB) (ScreenOnly_BIWarningSizeGB)
Accept the default value (1.00) or enter another, if desired. The value you enter is the size, in gigabytes, at which you wish to be warned. If the Before Image File exceeds this threshold, the BI Warning event will begin emailing the address(es) listed above every 15 minutes.
Full Report Email User List (ScreenOnly_EmailList)
This field is applicable only if your Scheduled Program is CYMS Bulk Program Withdrawal.
Select a list of User IDs. Multiple selection is allowed. The users you select will be emailed a full report of all the patrons who were withdrawn from programs as a result of this Scheduled Event running.
This is a mandatory field for this Scheduled Event for the default VSI RecTrac Design. Your Design and setup may vary.
Relevant Withdrawal Email Options (ScreenOnly_EmailOptions)
This field is applicable only if your Scheduled Program is CYMS Bulk Program Withdrawal.
Make selections as needed. When the Scheduled Event runs the people selected here will be emailed if a patron was withdrawn from their program only. For Example: You select "Linked CYMS Staff" in this field. Jan Shutan is linked to Activity 900100_01. Grace Whitney is linked to Activity 900101_01. The Scheduled Event runs and Maggie Halsey is withdrawn from Activity 900100_01. Jan Shutan will receive an email because Maggie Halsey was in her room. Grace Whitney will not receive an email.
- Linked CYMS Providers - CYMS Providers linked to an Activity Section.
- Linked CYMS Staff - CYMS Staff Members linked to an Activity Section.
- Linked Program Coordinators - Any person linked to an Activity as a Program Coordinator.
- Linked RecTrac Instructors - RecTrac Staff Members linked to an Activity Section as an Instructor.
Automatically Add Warning Extents? (ScreenOnly_AutoExtend)
This field is applicable to the Database Extents Size Check event.
Select this option to have the system automatically extend the database when extents reach their full capacity. This allows the database to automatically grow without the need for manual interaction.
Note:
Database Extent Size is maintained on your Static Parameters profile.
Run Once (SAScheduledProgram_RunOnce)
Use this feature to have the Scheduled Event triggered once. This is a good option for testing your scheduling,
Run Now (SAScheduledProgram_RunNow)
Use this feature to run the Scheduled Event with which you are working.