Tasks
Here you can schedule certain regular jobs as a Task in ZEP.
Update of Exchange Rates (available from ZEP Compact Revenues & Costs)
Checking Employment Periods (only if you have activated this under Administration > Employees > Settings)
Employee Information: Email to employees when target hours are undercut (configurable parameters) (Absences & Overtime module)
Reminder for unprocessed absence requests (Absences & Overtime module)
Employee Availability: Calculation of target working hours (Resource Planning module)
Database Backup: Dump of the ZEP database; an SQL file of your database is created (Database Backup module)
Salesforce Import: Updating data from Salesforce (Salesforce module)
Querying Ticket Mailboxes: Conversion of emails into tickets (Ticketing System module)
Monthly/Weekly Limits: Email to Administrator if a weekly or monthly limit is defined for an employee and this limit is exceeded in the specified period.
Ticket Response Time: Email to Project Managers when tickets are new and a number of days or more have passed since the ticket was created.
Set Number of Days = 0 if the email should be sent starting from the date of entry;
Set Number of Days = x if the email should be sent x days after the date of entry;
Specify whether this should only apply to tickets of a certain priority.
Ticket Deadline Compliance: Email to Project Managers and Processors when tickets are new or in progress and a number of days or less remain until the ticket deadline.
Set Number of Days = 0 if the email should be sent starting from the date of the deadline;
Set Number of Days = x if the email should be sent x days before the deadline;
Set a negative number of days if the email should only be sent after the deadline has already been exceeded by that number of days.
Specify whether this should only apply to tickets of a certain priority.
Create Tasks
To create a new Task ("Job," "Assignment"), click the button "Define a New Task."
Select the corresponding Task from the list
You can overwrite the name pre-entered by ZEP as desired
Select under Execution when the Task should be performed
Save
You will see all your scheduled Tasks in the table, along with the Status, Execution time, Last Execution, Result of the Last Execution, the saved Result File, and the Next Execution.
Via the PDF symbol, you can download the file; via the link, you can generate a download URL.
If you click on the name of a Task in the table, the last 5 result files are offered for download.
You edit the Task with the pen and paper icon and delete it with the trash can icon.
With the Start/Stop button, you can pause the Task and schedule it again with the Start/Play button.
So-called System Tasks always run automatically, meaning they do not have these symbols.
By clicking the Play icon (small triangle), you can execute a Task now (regardless of the regular schedule).
Task Scheduling
For the Ticket Response Time and Ticket Deadline, multiple Tasks can be created with different values. If there are no Project Managers at the time of execution, the email will be sent to the Department Managers or to all Administrators, if applicable.
You can specify when the respective Task should be executed. Depending on the Task, different execution modes are offered (e.g., every 15 minutes, hourly, daily, every 1st of the month, etc.).
Daily: Specify the time, the report period, and the name of the report.
Weekly: Specify the day(s) of the week, the time, the report period, and the name of the report.
Monthly: Specify the day of the month, the time, the report period, and the name of the report.
Optional settings: You can Compress the result file as a ZIP archive and, if applicable, encrypt it with a password, and/or send the result file additionally to your own email address (stored in ZEP).
By clicking OK, this report is scheduled as a Task with the set parameters and will be executed at the defined time.
Information on Tasks
Information on individual Tasks:
If you click on the name of the Task in the table, the Executions of the Task will be displayed.
Employee Information Task:
Here you can precisely configure when ZEP sends a "Reminder for Missing Time Recording" to the employees concerned. Any employee whose target hours are undercut by more than the specified percentage in a certain period receives an email. (Email template under Administration > Employees > Mail Templates).
You can either select "Check individual days" or "Check whole previous week."
Check individual days:
Specify the number of days that are not checked (Examples: 0=Check up to and including today, 1=up to and including yesterday, etc.).
Specify the length of the period checked in days.
Specify the undercut percentage of the regular working time (Example: 25 = if more than 25% of the regular working time is missing on a day, the employee is informed).
Example: The parameter values 2, 10, 25 mean: the 10 days up to and including the day before yesterday are checked; if more than 25% of the regular working time is missing on one of these days, the employee is informed.
Check whole previous week:
Specify the undercut percentage of the regular working time (Example: 10 = if more than 10% of the regular working time is missing in the previous week, the employee is informed). Compliance with a break regulation is still checked for every single day of the period.
Task for License Violation in the Future:
A new system Task that warns you as an Administrator about possible license overruns in the future. Configure when the Task is executed and which period in the future should be checked.
Overtime Balance Undercut/Exceeded
Determines which employee has exceeded a defined number of overtime hours or deficit hours within a specific period.
An email is sent to the Department Managers or Administrators if employees, taking into account all bookings up to the set day:
Have undercut the number of deficit hours (Minusstunden)
Or have exceeded the number of overtime hours (Überstunden)
Specify when the Task should be executed, which days should not be considered, and the number of deficit and overtime hours that were undercut or exceeded. Employees with a regular working time of 0 are not considered.
(Email template under Administration > Overtime & Absences > Mail Templates)