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Use the Automated Tasks Preferences page to define the scheduling parameters for automatic notifications and purge options. There are four automated tasks that will run:
Approver Notification E-mail Task — the Approver Notification E-mail Task will run on the Notification Days selected between the Notification Start Time and Notification End Time selected (generally set to the start and end of the business day) at the hourly interval selected for the Approver Notification Frequency (in Hours) setting. When this task is run, it will generate an e-mail to notify your approver of pending requests waiting for their approval. To schedule this task, you need to be aware of how often you want to notify your approver.
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Example: You set the Notification Start Time and End Time to 8 AM through 5 PM (9 hours) and the Notification Days to Monday, Wednesday, and Friday. The Approver Notification Frequency (in Hours) setting is set to 8 hours. An approver is notified twice during business hours, once at the start of the day and again at 4 PM on the selected notification days. |
Outstanding Request E-mail Task — the Outstanding Request E-mail Task will run once at the Notification Start Time on the selected Notification Days. The Outstanding Request E-mail Task will run to generate an e-mail to notify the Vendor Portal administrator (identified in the Admin Notification Name 1 and Name 2 fields) of any requests still pending for the selected amount of the days in the Outstanding Requests Notification Frequency (in Days) setting.
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Example: You set the Notification Send Time Range to 8 AM through 5 PM (9 hours and the Notification Days to Monday, Wednesday, and Friday. The Outstanding Requests Notification Frequency (in Days) setting is set to 3 days. The Vendor Portal administrator is notified once at the start of the day of all requests pending for 3 days or longer. |
Purge Request Task — the Purge Request Task will run daily at the time entered in the Purge Requests Time field to purge the system of requests and vendor attachments older than the selected time in the Keep Approved Requests (in Months), Keep Rejected Requests (in Months), Keep Canceled Requests (in Months), and Keep Vendor Attachments (in Months) settings.
Vendor Attachment E-mail Task — the Vendor Attachment E-mail Task will run once at the Notification Start Time on the selected Notification Days. The Vendor Attachment E-mail Task will run to generate an e-mail to notify the Vendor Portal administrator (identified in the Admin Notification Name 1 and Name 2 fields) of any vendor attachments that were uploaded since the last time the process ran and the difference between the add or modified date and the current date equals the number of the days in the Vendor Attachments Notification Frequency (in Days) setting.
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Tip: Links to the other system setting options display in the Navigation bar. Click here to display a table describing each link. |
Follow these steps to access the Automated Tasks page:
Click the Preferences link on the Admin Home page to display the System Settings page.
In the Preference
Type field, click the Drop-down List
button 
to select Automated
Tasks from the list.
Define the automated task preferences based on your organization's business practices. Refer to the Automated Task Preference Settings table for more information.
Click the 
button to save the automated task settings. The message "Automated
Task Preference Settings Updated" displays.
Click the 
button to close the dialog box.
The following table defines each automated task setting.
System Default |
Description |
Default |
Approver Notification Frequency (in Hours) |
Type the frequency, in hourly increments, that an approver will receive a summary e-mail notifying the approver that there are requests pending approval. These summary e-mail messages are sent only during the time range specified in the Notification Send Time Range fields. If this field is set to zero, approver notification e-mails are not sent. |
8 |
Notification of Outstanding Requests (in Days) |
Type the number of days a request can be outstanding before it is included in the Outstanding Requests e-mail that is sent to the alio Vendor Portal Administrators identified in Admin Notification Name 1 and 2 fields. If this field is set to zero, outstanding requests e-mails are not sent. |
0 |
Notification of Vendor Attachments (in Days) |
Type the number of days a vendor attachment can be uploaded before it is included in the Vendor Attachment e-mail that is sent to the alio Vendor Portal Administrators identified in Admin Notification Name 1 and 2 fields. If this field is set to zero, vendor attachment e-mails are not sent |
0 |
Admin Notification Name 1 |
Type the name of the person who needs to be notified when:
pending requests have remained in the request queue for more days than specified in the Notification of Outstanding Requests parameter. |
Blank |
Admin Notification Email 1 |
Type the e-mail address for the person who needs to be notified when:
|
Blank |
Admin Notification Name 2 |
Type the name of the second person who needs to be notified when:
|
Blank |
Admin Notification Email 2 |
Type the e-mail address for the second person who needs to be notified when:
|
Blank |
Notification Send Time Range |
Click the Drop-down List button The first search of the day and notification take place at the start time. No searches or notifications occur after the end time. |
6:00 AM |
Notification Days |
Click each check box to define the week days on which the Approver Notification e-mail, Outstanding Requests Notification e-mail, and Vendor Attachments Notification e-mail will be sent. |
Mon, Tue, Wed, Thr, and Fri |
Keep Approved Requests (in Months) |
Type the number of months an approved request stays in the database before it is purged. Type a zero (0) to never purge approved requests. |
0 |
Keep Rejected Requests (in Months) |
Type the number of months a rejected request stays in the database before it is purged. Type a zero (0) to never purge rejected requests. |
0 |
Keep Canceled Requests (in Months) |
Type the number of months a canceled request stays in the database before it is purged. Type a zero (0) to never purge canceled requests. |
0 |
Keep Vendor Attachments (in Months) |
Type the number of months a vendor attachment stays in the database before it is purged. Type a zero (0) to never purge vendor attachments. |
0 |
Purge Requests Time |
Click the Drop-down List button |
12:00 PM |
