Configuring the Scheduler for periods and reminders

Abstract

How to configure the scheduler for log time reminders

Important

Configuring the scheduler requires the Tempo Administrator permission.

You can configure the scheduler to automatically close editing periods that you define for logging time, and to send email reminders to users to add or edit worklogs before the period closing date. If you choose to automatically close periods, approvers can grant individual users a grace period after the period has closed.

To configure the scheduler for closing periods and for email notifications:

The scheduler can be set to run monthly, weekly or Bi-weekly. If Monthly, then the settings work in conjunction with Period Configuration.

The scheduler has an option to send two types of email notifications to users:

  • Status reminders: sent to all users with information about the logged hours versus required hours

  • Late reminders: sent to users with unfinished logged hours at the time period set by the scheduler

To qualify, users must have the following criteria, otherwise email notifications will not be sent:

  • Granted with Work on Issues permission for at least one project

  • Logged their time or be in workload scheme with more than zero required hours.

Caution

Changes made to the scheduler require a full cycle to take effect.

Set Scheduler to Monthly Closing Period

  1. Select Settings Settings.png in the Tempo sidebar.

  2. Under Periods, select Scheduler Configuration.

    scheduler_month.jpg

  3. Select the Monthly closing period in Type.

    Note

    The End date in a Monthly closing period is the same date defined in Period Configuration settings.

  4. Check Make Scheduler Close to enable it.

    The Scheduler sets a periodic timeout for Timesheet editing and closes the Timesheet so users cannot edit it past the closing date.

    Note

    This closes the Timesheet for editing only and not for closing a period in Tempo.

  5. Enter the number of days after the end date as a waiting period before a Close.

    You can grant a maximum waiting period of 28 days. This is the waiting period where you specify the number of calendar days after the end date when you wish to keep the timesheets open for any possible late entries and edits. For example the scheduler closes the timesheets at 11:59 PM UTC (23:59).

    Note that this will not affect the period settings in the Period Management view.

  6. For Email Settings, check to enable the Status reminder for all users for notification emails to be sent to all users on the scheduled end date.

  7. Check to enable the Status reminder for late users for notification emails to be sent to users whose timesheets are not completed. The emails are sent at 11:59 PM UTC (23:59).

  8. Set the Send email to late users # days before closure when Make Scheduler Close option is enabled.

    Or

    Set the Send email to late users # days after end date when Make Scheduler Close option is disabled.

Set Scheduler to Weekly or Bi-Weekly Closing Periods

  1. Select  Settings Settings.png in the Tempo sidebar.

  2. Under Periods, select Scheduler Configuration.

  3. Select the Weekly or Bi-Weekly closing periods in Type.

    Scheduler configuration

  4. Specify the end date in the Run scheduler on period end date.

    Unlike Monthly period where end date is derived from Period configurations, the end date for weekly and bi-weekly periods are specified here.

    Note

    For bi-weekly setting the end date can be unknown when the last scheduler was last run. Make sure you have those specifics before selecting the day.

  5. Check Make scheduler Close to enable it.

    The Scheduler sets a periodic timeout for Timesheet editing and closes the Timesheet so users cannot edit it past the closing date.

    Note

    This closes the Timesheet for editing only and not for closing a period in Tempo.

  6. Enter the number of days after the end date as a waiting period before a Close.

    This is the waiting period where you specify the number of calendar days after the end date when you wish to keep the timesheets open for any possible late entries and edits. You can grant a maximum of 7 days for a weekly period and a maximum of 14 days for a bi-weekly period.

    For example the scheduler closes the timesheets at 11:59 PM UTC (23:59). Note that this will not affect the period settings in the Period Management view.

  7. For Email Settings, check to enable the Status reminder for all users for notification emails to be sent to all users on the scheduled end date.

  8. Check to enable the Status reminder for late users for notification emails to be sent to users whose timesheets are not completed. The emails are sent at 11:59 PM UTC (23:59).

  9. Set the Send email to late users # days before closure when Make Scheduler Close option is enabled.

    Or

    Set the Send email to late users # days after end date when Make Scheduler Close option is disabled.

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