- Refresh a website — re-read a website in your knowledge library, so your agents pick up whatever has changed on it.
- Email an activity report — send your Analytics figures to the people who need them.
Only workspace admins can create, change, switch off or delete a schedule. Anyone with the User role sees the page but can’t change it — see members and roles.
Choosing when something runs
Every schedule starts with How often — Off, Daily, Weekly or Monthly. Daily is the most frequent option there is; nothing runs hourly. What comes next depends on the kind of task.A report runs at a day and time you pick
- On — for a weekly schedule, the day of the week it runs. It starts on Monday.
- On the — for a monthly schedule, a date from the 1st to the 28th, or Last day of the month. It starts on the 1st. The 29th, 30th and 31st aren’t offered because they don’t exist in every month, so “Last day of the month” is what you want instead.
- At — the hour it runs, chosen from a list of 24. It starts at 1am. 12am (midnight) and 12pm (midday) are spelled out; the rest read from
1amto11pm. The hour you pick is the hour it runs. - Timezone — the clock the schedule follows. If your account offers more than one zone you can choose; otherwise the field shows the one you’re on.
A website refresh repeats from when you chose it
A website refresh has only How often — there’s no day, time or timezone to pick. It repeats from the moment you chose the frequency, and the read-back says so: Once a week, counting from when it was chosen. So the first automatic refresh comes about a day, a week or a month after you save. Saving again without changing how often doesn’t move the refresh time, so editing the website’s title, say, leaves it where it was. Choosing a different frequency starts the count again from then, and so does turning the refresh back on from Off in the website’s dialog in the Knowledge library. Switching the task back on with its On/Off switch on this page keeps the day and time it had before. The When and Next run columns on this page show the actual day and time it works out to.Off, and more than one schedule
Off keeps everything. Choosing Off stops a schedule without losing anything — for a report, the day, the hour, the clock and the recipients stay exactly as they were, so switching it back on later restores what you set. The read-back says so: Off — nothing is scheduled. Your settings are kept. Deleting is a separate action. Off isn’t offered in the New task dialog, which always creates a schedule that runs; on Analytics the same resting position reads Just this once, because the button beside it sends the report there and then. You can have more than one refresh on the same website. When you’re about to add a second, a notice names the one that already exists so you can tell whether you meant it.Set up a task
1
Select New task
Go to Activity → Tasks and select New task. The dialog takes three steps and tells you which one you’re on.
2
What kind of task?
Choose Refresh a website or Email an activity report — each card says what it does — then Next.
3
What it applies to
For a website refresh, pick the Website — only websites in your Knowledge library can be refreshed, and if you haven’t added one yet this step links you straight there.For a report, it covers your whole workspace. Use Which agent to narrow it to a single agent’s figures, or leave it on All agents.
4
When it runs
For a report, list the people it goes to under Send to — up to ten email addresses, and a recipient doesn’t need an account of their own. Use Add another for each extra address.Then set How often, and select Create.
A recurring report always covers the last complete period, never a part one. Daily covers the day before, weekly covers the previous week from Monday to Sunday, and monthly covers the month before. The read-back in the picker says which, as you choose it. On a weekly schedule the day you pick is the day the email is sent — the week it covers is always the finished one before it.
What the list tells you
A line above the table counts what you have — 3 set up, 2 switched on. Each row then carries five things:How a run reads
If a task starts failing, workspace admins get an email saying what happened and when it will try again. You’ll get one when it starts failing and another if it fails again after a run that worked — not one every day while a site stays down.
Switch a task on or off
Each row ends with an On/Off switch. Switching a task off stops it running and keeps everything it was set up with; switching it back on confirms when it next runs. The switch is also how you tell at a glance whether a schedule is live, which is why someone who can’t change it still sees it, greyed out.Open a task to change it or check its runs
Select a row to open it. You’ll find:- Name and Applies to, both fixed, with a link through to the thing itself.
- Send to and Which agent, for a report.
- How often — change the schedule here and select Save.
- Recent runs — the run history, newest first, ten to a page, worded exactly as the table words it. A task that hasn’t run yet says so, and says when it will.