Job recurrences (Advanced): Create, Edit, Delete

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TaxDome allows you to have jobs repeat -- they are automatically generated in your pipelines when needed. Set up a default schedule for all jobs in a pipeline to recur daily, weekly, biweekly, monthly, quarterly, or annually. Add job recurrences for each service you provide and easily tune up the recurrence settings if needed.

Covered here:

• Enabling default recurrence in pipeline settings 
• Adding job recurrences
• Recurrence settings
• Custom schedules
• Editing recurrences
• Deleting job recurrences from a schedule
• How do I know when a scheduled job is created?
• Access rights for managing job recurrences

Enabling default recurrence in pipeline settings

To use recurring jobs, you first need to enable recurrence in pipeline settings. (It's impossible to add recurring jobs to the pipeline for which recurrence is not enabled.) You should set up the default recurrence settings; keep in mind that they can easily be changed later for each job recurrence you add.

Open the pipeline settings page, switch the Default Recurrence toggle, select how often the job should repeat by default, then set the start and end dates. Save your changes.

See the settings in detail and examples below.

Note! The starting times of recurring jobs are affected by your time zone setting, so please check to make sure that you've set up them correctly.

Adding job recurrences

After you've enabled the default recurrence in the pipeline settings, you can add job recurrences for client accounts. They can be added in different ways:

• On the Job recurrences tab of the Workflow page (the easiest way because from here, you can add recurrences for any pipeline and client) 
• From the kanban view of the pipeline (use the Manage Recurrence link, then follow the steps below excluding pipeline selection)
• From the Workflow section in the client profile (use the Manage Recurrence link, then click New job recurrence and save)

To add the job recurrence from the Job recurrences list:

1. Click New job recurrence at the top of the list.

2. Select the accounts that you want to add to the recurrence and click Continue. 

To make searching accounts easier, you can:

• Sort the list by account name or the number of job recurrences for an account. 
• Click the search button at the top left of the New job recurrence sidebar, start entering the account name into the search field, and then press enter on your keyboard. The account list is narrowed accordingly. Click X in the search field to clear it.
• Filter your account list by clicking the Filter button on the far right of the menu bar. (Here's more on using filters for selecting accounts.)

3. Select the pipeline where the new recurrence will be added. 

When the pipeline is selected, the default pipeline recurrence settings will be displayed. If you need to use the other settings for the recurrences you add, you can change them. These could also be changed later.

4. Click Create.

Now, each time a start date occurs, a job for the selected account is automatically added to the pipeline.

Tip! You can add as many job recurrences as necessary for the same account in case you need to customize them differently. For example, if you need to prepare different forms for the same client, you can have them in separate jobs, with a recurrence set for each one.

After the job recurrences have been added to the schedule, they will become available in the Jobs recurrences list. You’ll see the number of accounts with recurrent jobs under the name of the pipeline as well.

Recurrence settings

Recurrence settings in detail:

• Repeat period: how frequently the job recurs inside the pipeline
  • Daily
  • Weekly
  • Biweekly
  • Monthly
  • Annually
  • Custom (see below)
• Start date: the first day the job appears in the pipeline
• End date: the last day the job appears in the pipeline

Keep in mind:

• The current date cannot be the same as the Start Date.
• Scheduled jobs start at 12 am (for your time zone).
• The End Date is the last date the scheduled job will be created.
• Although a schedule always has a default recurrence that is set up by editing a pipeline, you can change it either when adding a recurrence or later when you edit it.

Here are some examples of what you will get by selecting different schedule settings :

When you need to view the pipeline default recurrence settings, go to your Pipelines list.

To see the settings for specific job recurrences, go to the Job recurrences list.

Custom schedules

Custom schedules allow you to tweak job recurrence schedules even more, depending on the frequency of the services you provide. Schedule jobs to recur at whatever frequency you want: bi-monthly, every Tuesday, the last day of each month, on the 25th every 4 months, etc.

1. Days: Set a job to recur every few days—e.g., every two days.

2. Days of the week: Set a job to recur on specific days of the week—e.g., every Monday, Tuesday and/or Wednesday.

3. Days of the month: Set a job to recur on a specific day of the month—e.g., every 10th and 20th day of the month, or on every last day of the month. 

The Last day toggle can be used together with specific days. In case it's toggled on, and the last day coincides with a selected day (e.g. every Friday), jobs won’t be duplicated.

Editing recurrences

When you add a new job recurrence to the pipeline, you always can decide if you want to use the default recurrence settings set for the pipeline or select the individual ones for it. The recurrence settings for any recurrence added to the pipeline could also be edited at any time, one by one, or in bulk.

Thanks to it, you might, for instance, have all your payroll or bookkeeping clients in one pipeline, but each with their own schedule (e.g., weekly, bi-weekly, or monthly). Or you may have different job templates for different clients (read more in the article).

For any recurrence, you can change: 

• The repeat period
• The first recurring date
• The last recurring date
• The job template
• The job assignee (Note: assignees chosen here override the ones previously selected in the job template)

To modify the settings for recurrence, on the Job recurrences list of the Workflow section, select one or more recurrences and click Edit.

To modify settings from the pipeline or from the client profile, click  Manage Recurrence, select one or more recurrences, and click on the Recurrence settings link.

Keep in mind that:

• Individual recurrence settings override the pipeline’s recurrence settings.
• If an added job recurrence isn’t given an individual schedule, the default schedule will be applied.
• When editing recurrence settings in bulk, only the ones that are the same among the accounts you select will be filled. Others will be empty.
• Future changes made to default recurrence in pipeline settings won’t apply to job recurrences that have already been added. Always modify recurrence settings via individual schedules.
• Deactivating a team member with assigned job recurrences reassigns those recurring jobs to the firm owner.

You can find the nearest recurring dates when managing your recurrences: 

Note: If you attempt to exit the Recurrence Settings page without clicking Save, you’ll get a warning. Click Keep editing in the alert pop-up if you want to continue making changes, or click Discard Changes if you want to discard any edits you've made. Avoid selecting the Prevent this page from creating additional dialogs checkbox if you prefer seeing this useful pop-up alert.

Deleting job recurrences from a schedule

If you want to delete recurrences that no longer needed, select them in the  Job recurrences list, click Remove, then click Confirm.

This also can be done from the  Manage Recurrence section inside the pipeline.

How do I know when a scheduled job has been created?

When a new job is created inside a pipeline, you’ll receive a notification in your Inbox+ about it. You’ll also get a link to it. If something is preventing a job from being created, you’ll also get a notification about it that will explain why. Here's more on system notifications about job automation issues.

Access rights for managing job recurrences

The firm owner and the admin have access rights to manage the Default recurrence settings for pipelines, as well as individual schedules for each client.

If you’d like an employee to have access as well, you’ll need to give them the access rights:

1. Go to  Settings, select Team & Plans in the menu bar, navigate to Active Team Members and click on the team member’s name in the list, then click the Edit Access Rights pencil icon.

2. Turn on the desired settings (both or only one): 

• The Manage pipelines toggle grants access rights to set and change pipelines settings, including the Default recurrence.
• The Manage job recurrence toggle grants access rights to add new recurrences and edit existing ones, as well as to access the Job recurrences list.

3. Click  Save.

Note! The Manage job recurrence toggle gives access rights to set individual schedules only for the client accounts to which the employee already has access.