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Creating a scheduled event

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Jason Handcock
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The scheduler enables users to schedule a range of events, including reporting, exports, network backups, print jobs and batch invoice runs.

These can be scheduled to run on a regular basis or as a one-off scheduled event. Decreasing your admin time by having EXACT do the work for you on a regular basis and ensure you do not forget.

Please Note: We strongly advise regularly checking there are no issues with any important or deadline orientated scheduled events. If for any reason something within the configuration of a scheduled event changes the event may not occur, in this instance the only alert would be via your monitoring of scheduled events.

NHS Transmissions: EXACT can be configured to transmit your NHS treatments via scheduled events. Although this can be a valuable tool, you will need to regularly check, maintain and update the scheduler.

Examples of reasons the scheduler may fail: The configured computer fails to connect to the internet, is turned off, is replaced with another computer, a change in provider circumstances (eg leaving or a joining the practice) and many more.

If you do enable scheduled NHS transmissions, it is your responsibility to check your schedules are running and configured correctly. It is strongly advised to regularly check COMPASS as well as your scheduled events for any irregularities or issues that may have arisen.

Configuring a scheduled event

  1. Go to File - Scheduler.
  2. Click on Create New Event.
  3. Choose from the list, how you want the event to be produced, eg. printed, PDF, emailed.
  4. Select the required event from the list of Available Events.
  5. Enter a name for you to identify the event.
  6. Follow the wizard to configure Providers, date ranges, time frames and printer and so on, this list will differ depending on what event you are scheduling.
  7. Any computer will use any computer in the practice (if a workstation, a user must be logged into EXACT) or This computer will only run the event on the current computer (again, a user must be logged in if you are currently on a workstation).
  8. Next is setting the repeat cycle and finalising the schedule.

event

Event types

You can choose 5 types of scheduled events including:

  1. Print - Print a report on a certain machine. EXACT must be logged in on the chosen machine at the scheduled event time to do this.
  2. Export - Export a CSV format report to a desired location. EXACT must be logged in on the chosen machine at the scheduled event time to do this.
  3. Email - Email a CSV format report to an email address. This can be done from the Server and requires no users to be logged in.
  4. Email as the Read Only PDF Format - a PDF to an email address. This can be done from the Server and requires no users to be logged in.
  5. Other - Schedule a task such as NHS Claiming and Network Backups.

Exporting Reports to .CSV Format

For .csv report format the prompts will be the same but it will show you where it going to export it to:

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Emailing Reports

For emailing reports the prompts will be the same but will prompt you for the email address it's being sent to. Fill in the Destination Email Address(es) and the subject line.

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Choosing what computer should run the event

You can choose what machine the event will take place.

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  • Any computer - EXACT will look for any computer on the network logged in and action the event there. At least one user must be logged in to EXACT for this to run.

    If a practitioner has Scheduled an Event to print on Any computer, and then attempts to log out, they see this warning:
    mceclip5.png

  • This computer - EXACT will action the event on the current machine you are setting up this schedule from. The user must be logged in to EXACT on this machine for this to run.
  • The server - EXACT will action the event on the server. The event will run without the need to be logged in this to work.

Repeat cycle

Use this screen to set when the event occurs and whether it is to repeat.

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Note: The Once Only option - this enables you to create a non-repeating scheduled event.

Choose whether the event is to occur Once Only, Weekly, or Monthly, and set the appropriate date, day, or day of the month.

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