Moves - Scheduled Tasks

Moves scheduled tasks are those tasks that allow individuals to transfer into a Moves Stage, transfer out of a Moves Stage, or create a Move altogether.

Adding a Moves Creation Task

A Moves Creation task is a task designed to add individuals into a Move Series. Moves Creation tasks are created and scheduled from the Moves Stage profile and are normally the result of selection query. The selection query is used to retrieve a list of individuals who meet the criteria for a specific Moves Series.

To add a Moves Creation task, you must set the selection query and schedule the actual task.

Setting the Selection Query for a Moves Creation Task

To set the selection query for a Moves Creation task, complete the following steps:

1. From the Moves Series Profile, expand the moves stages child form.
2. Click the GoTo icon next to the stage where individuals will enter the Moves Series.
3. Click the Edit button on the Moves Stage profile.

   This will open the Edit - Moves Stage pop-up window.

4. Expand the object for moves creation drop-down menu and select the appropriate object for this Moves Series. The object you select here will dictate which queries are available to you in the selection query for moves creation drop-down menu.

   Note: You might have done this when you initially created the Moves Stage.

5. Expand the selection query for moves creation drop-down and select the query to be used to select individuals to be entered into the Moves Series.

   If you need to edit a previously created query, you can highlight it in this drop down menu and click the Edit icon to make the necessary changes for this Moves Series.

   If you do not see the query you wish to use, you can click the Add icon and add a new query to be used for this Moves creation.

6. Click the Save button.

Scheduling the Moves Creation Task

To schedule the Moves Creation task, complete the following steps:

1. From the Moves Stage profile, mouse over the More tab to see the list of tabs available.
2. Click the Scheduled Tasks link to open the Scheduled Tasks tab.
3. Click the Add icon located on the moves creation scheduled task child form.

   This will open the Add - Moves Creation Scheduled Task pop-up window.

4. If this is a one time task, you may enter the stage start and end dates in the stage start date and stage end date fields.

   Leaving these fields blank will cause these times to default to the times set on the Moves Stage profile for date based Moves Stages.

5. Enter the date and time for the scheduled task to run in the run task datetime field. Clicking the Now link will schedule the task to run five minutes from the current time.
6. If this task is to run after another scheduled task completes, you may select the first scheduled task from the execute after task drop-down menu. This will cause the Moves Creation Task you are scheduling to run immediately after the task you select in this drop-down menu.
7. If you would like this scheduled task to send out notification emails regarding its status, expand the notification template drop-down menu and select the appropriate email template to be used for the status notification emails.
8. If notification emails are to be sent from this scheduled task, enter the email address of the recipient of those emails in the notify e-mail field.
9. Click the checkbox next to the scheduled task conditions that will generate a notification email. Note, these will only be sent if a notification template and notify e-mail address have been set.
10. If this task is to be a recurring task (one that occurs regularly), expand the recurrence drop-down menu and select the frequency for this scheduled task. If this task is only to occur once, you may leave this drop-down menu set to the default once setting.

    Additional fields will display based on the choice made in this drop-down menu. These additional fields allow you to specify when the recurrence will occur (such as every 5 days, or every 2 weeks.)

11. If a recurrence option was selected, complete the additional scheduling fields required.

    Note: If no value is entered in the until field (only seen if a recurrence option is selected), this task will continue to run at the scheduled interval until you manually stop it.

12. Click the Save button.

    The Moves Creation Task has now been scheduled for the date and time you specified. In addition, if this task was set to recur on a regular basis, it will continue to run at the selected interval until the expiration date occurs or it is manually stopped.

    Expanding the moves creation scheduled tasks child form will display a list of all of the moves creation scheduled tasks (both past and present.)

    This child form shows the Task Name (including the date/time it was created), the Status of the task, the Next Execution Date of the task, the Last Execution Date of the task, and the Interval of the task if it was set to be recurring.

Adding a Transfer In Task

Transfer In tasks are those tasks designed to allow individuals within a Moves Series to transfer into a particular Moves Stage within the Series. Much of the transferring in (and out) of stages can be handled by the transfer rules set up on the Moves Stage profile.

However, there may be times when you wish to have a more stringent (or more specific) set of criteria used to transfer individuals into a Moves Stage. In these cases you would want to create a Transfer In task that uses a query to find those individuals who should be transferred into a particular Moves Stage.

To add a Transfer In task, you must set the selection query and schedule the task.

Setting the Selection Query for a Transfer In Task

To set the selection query for a Transfer In task, complete the following steps:

1. From the Moves Series Profile, expand the moves stages child form.
2. Click the GoTo icon next to the stage where individuals will enter the Moves Series.
3. Click the Edit button on the Moves Stage Profile.

   This will open the Edit - Moves Stage pop-up window.

4. Expand the object for moves transfer drop-down menu and select the appropriate object for this Moves Series. The object you select here will dictate which queries are available to you in the selection query for moves transfer drop-down menu.

   Note: You might have already done this when you initially created the Moves Stage.

5. Expand the selection query for moves transfer drop-down and select the query to be used to select individuals to be transferred into the Moves Stage.

   If you need to edit a previously created query, you can highlight it in this drop down menu and click the Edit icon to make the necessary changes for this Moves Series.

   If you do not see the query you wish to use, you can click the Add icon and add a new query to be used for this Moves creation.

6. Click the Save button.

   Therefore, in this example, any individual who has made a donation of more than $99.99 will be automatically moved into the IRD - COMPLETE stage, regardless of what stage they were previously in (as long as they are in any stage of the Series.) The premise for this example is that we wouldn't want to "harass" constituents to become repeat donors who had just donated. By moving them into the IRD - COMPLETE stage, we ensure that they will not be taken through this Moves Series process.

Scheduling the Transfer In Task

To schedule the Transfer In task, complete the following steps:

1. From the Moves Stage profile, mouse over the More tab to see the list of tabs available.
2. Click the Scheduled Tasks link to open the Scheduled Tasks tab.
3. Click the Add icon located on the moves stage transfer in scheduled tasks child form.

   This will open the Add - Moves History Transfer In Task pop-up window.

4. Complete steps 4 through 12 as listed above in the Scheduling the Moves Creation Task section of this page.

   The Transfer In task has now been scheduled for the date and time you specified. In addition, if this task was set to recur on a regular basis, it will continue to run at the selected interval until the expiration date occurs or it is manually stopped.

   Expanding the moves stage transfer in scheduled tasks child form will display a list of all of the Transfer In scheduled tasks (both past and present.)

   This child form shows the Task Name (including the date/time it was created), the Status of the task, the Last Executed Date of the task, the Moves Start Date, the Moves End Date.

Adding a Transfer Out Task

Transfer Out tasks are used for date-based Moves Stages. Date-based Moves Stages are those where individuals remain in the Moves Stage for a specified amount of time. Once that time passes, they are transferred into the next Moves Stage. In order to transfer individuals out of of a date-based Moves Stage you must schedule a Transfer Out task.

To add a Transfer Out task, you must set the date range for the Moves Stage and schedule the task.

Setting the Date Range for the Moves Stage

To set the date range for a Moves Stage, complete the following steps:

1. From the Moves Series Profile, expand the moves stages child form.
2. Click the GoTo icon next to the stage where individuals will enter the Moves Series.
3. Click the Edit button on the Moves Stage Profile.

   This will open the Edit - Moves Stage pop-up window.

4. Expand the duration interval type and select the interval type to be used for this Moves Stage.
5. Enter the duration interval units.

   For example, if you want this Moves Stage to last for two days, select Days from the duration interval type drop-down menu, and enter the number "2" in the duratioin interval units field.

6. Click the Save button.

Scheduling the Transfer Out Task

To schedule the Transfer Out task, complete the following steps:

1. From the Moves Stage profile, mouse over the More tab to see the list of tabs available.
2. Click the Scheduled Tasks link to open the Scheduled Tasks tab.
3. Click the Add icon located on the moves history transfer out scheduled tasks child form.

   This will open the Add - Moves History Transfer Out Task pop-up window.

4. If you would like to apply this Transfer Out scheduled task for all date-based Moves Stages in the Moves Series, click the all stages in series? checkbox.

   Note: The all stages in series? checkbox allows you to set up one Transfer Out scheduled task and have it run for every date-based Moves Stage that exists in your Moves Series.For example, if you have a Moves Series that is a 12 month process with a date-based Moves Stage designed for each month of the year, it would be rather cumbersome to have to set up 12 separate Transfer Out tasks that essentially do the same thing (examine individuals to see if their time in the stage has expired.) This checkbox allows you to set this task up one time, set it to recur on a regular basis (in this case, monthly) and it will examine everyone in the Moves Series to see if their time in their current Moves Stage has expired. If it has, they are transferred into the next Moves Stage in the Moves Series.

5. Complete steps 4 through 12 as listed above in the Scheduling the Moves Creation Task section of this page.

   Note: It is a good idea to schedule Transfer Out tasks to recur on a daily basis. This will ensure that all individuals who are due to transfer out of a stage do so in an efficient manner.

Troubleshooting: Unable to determine cst_key

If you get this error when running the Moves Creation Task, it could occur when the Selection Query does not contain a Customer Key. In this case, make sure that the query contains a column for the customer key.