Configure project task schedules
Schedules control the distribution and execution of each task. Each task is governed by one or more schedules and each schedule is responsible for determining when a task starts, when a task ends, and how a user is notified that they have a task assigned to them.
Simplified surveys and typical surveys are allowed only one schedule and that schedule cannot have conditions.
Conditions can be applied to schedules in order to allow for varied start and end times based on certain demographics.
Start and end dates for the Fillout tasks in projects with a public audience are set based on the project start and end dates.
Invitation notifications
Invitation notifications can be customized through the schedule by opening the Invitation notifications custom notification box for each schedule. These notifications are delivered to the task owner when their task begins. These notifications can be delivered as emails or as SMS messages.
Completion notifications
Completion notifications can be customized through the schedule by opening the Completion notifications custom notification box for each schedule. These notifications are delivered to the task owner when they complete their task. These notifications can be delivered as emails or as SMS messages.
Reminder notifications
Reminder notifications are sent to all task owners who have not yet submitted their task. They are sent according to the reminder schedule established within the current schedule. Reminder notifications are optional, but each schedule can have up to five scheduled reminders. Once a user submits their task, they will no longer receive any remaining reminder notifications.
Continue reading to learn about how to set up task schedules.
Create a new schedule for a task
- Navigate to Project - Tasks.
- Select Schedule for any of the tasks in the project and the Schedule list will appear for that task type.
- Select Add Schedule to begin creating a new schedule for the task and Configure the schedule experience will open.
- Create a name for the schedule
- Decide if you want to allow this schedule to send email notifications or SMS notifications.
Leave these two options disabled until the schedule is set up and email or SMS messages have been customized for your project.
- Define the start date for the task. The start date is the earliest date that the task is available for the task owner to access, invitation notifications may also be sent at this time.
There are two types of dates available in task schedules and they can both be used for any date in the schedule, whether that be the start date, end date, or any reminder dates, they are:
- Fixed date - the simplest kind of date, it is an actual date and time on the calendar.
- Relative date - this date is dependent on a date that is specific to this task or subject and there are a number of relative dates that allow for highly flexible schedules. They may also include a fixed time or relative time if that granularity is required. Relative dates include:
- From start condition - (start date only) the number of days after all the start conditions have been met for that subject.
- From date field - the number of days after a date that is available in a field of the datasource for that subject.
- When subject is added - (start date only) the number of days after a subject has been added to the project.
- From start date - (end date and reminders only) the number of days after the start date of the task.
- From end date - (reminders only) the number of days after the end date of the task.
- From date range - the date range is established by selecting two different date fields from the datasource and then entering a percentage before or after one of the date fields available in the datasource.
When creating schedules using relative dates and times for question personalization tasks, the question personalization task preview will not display any guidance on the range of acceptable dates.
In order to select a date range field, the data type of the field must be set as date/time in the datasource.
- Set the end date. This is the date that the task owner will no longer be able to submit the task to the system.
- Add up to five reminders for each task schedule. Reminders can be scheduled before, after, or during the task availability period, and each reminder can be customized to communicate the proper message.
- Click Apply to complete the schedule.
- Click Save to save the schedule for the project.
InConfigure project task schedules
InConfigure project tasks