If you have a process that needs to be repeated on a regular timeline, you can set that work item to repeat on a defined schedule.


To generate this, from the work options menu, select Setup Repeating Work. This option will open up your Repeat Settings, where you can set your work schedule.

Step 1: Choosing how often the work will repeat by

First you need to select how often the work will repeat. You start by selecting your preferred time period (monthly, weekly, daily etc.) and the frequency. You also have the option to select how long you would like to repeat the work until, which can be a specified end date, or forever.

Step 2: Setting the due dates

The due date inherits the current due date of the work item you are setting the schedule up from (if it has one), as an offset from the start date of the work (for example, 15 days after the work start date). This can be adjusted.

You also have an option to avoid weekends. If you check this option any work start or due date will move to the Friday before if it falls on a Saturday or Sunday.

Step 3: Assigning the work

Schedule work items will be assigned to the assignee of the current work item be default. At this step, you can change that assignee if necessary.

Naming Convention

Finally, you have the option to set the name of future work items in the schedule, using a range of dynamic names, timeframes and date formats. This is designed to be flexible and suit a range of services and requirements.

Click any of the placeholders to add them to your work title. 

When you choose a placeholder, you will then be able to choose the Date Formula (before of after the variable selected) and the Date Format.

 

You can make as many changes as you like, and add multiple variables to the one Work Title.

If you are unsure how the titles for your next schedule work items will look, you can preview them in the top right of this page. 

Tasks on scheduled work

You can then set your tasks to be created as far out or as soon as you’d like dependent on when you set your work creation. 

For Example: If you set your work to be created one month before the work start date, Karbon will allow your tasks to be created from one day before the start date to one month before the start date. 

However, if you or a team member goes to any future work item and click on the task list, Karbon will assume you are ready to start the work. In this case, the future work item will adopt the checklist from the previous work item. The same holds true if the planned work has its status updated to "In progress".

If you make changes to the tasks in a work item that you don't want to keep, you can reset tasks back to the work item immediately before it by choosing the reset tasks option.

How far into the future does the scheduler create work?

You have the option to choose when your next work item in the schedule will be created as well as when the tasks will be created and pulled from the previous work item.

Your work can be created from one day before the work start date to one year before the work start date.

Important note about quarterly work

Setting a work item to repeat quarterly will set it to repeat based on the standard calendar quarter. If however, you want your work item to repeat quarterly based on other dates, choose "Custom", then set the work item to repeat every three months.

Important note about (US) semi-monthly work

For the first work item you create, the start date has to be the 1st of the month and the due date has to be the 15th of the month. Set the work item to repeat semi-monthly and the titles will be as you desire.

If you would like to update the due date for the schedule, just go to the options menu "..." and select Edit schedule and update the due date. 

Please keep in mind: Each repeat frequency has a setting for how far in advance work can be created.


Further Reading:

What data is carried across in a work schedule?

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