Solution

Video http://hsps.pro/Dentrix/New_Features/G65/Reports_and_Task_Scheduler_New_Feature_Overview.mp4  

The Reports and Tasks Scheduler dialog box consists of a list of Available Tasks (left pane) and a list of the currently Scheduled Tasks (right pane).  NOTE: By default all Scheduled Tasks are Suspended. After install, it is recommend that you review the pre-set queues, make desired edits, and/or deletions, and then Resume the task so that it can begin running according to the determined schedule.

• The Scheduled Tasks are divided into Daily, Monthly, and Yearly queues, each queue listing the recommended reports and tasks for those time frames. You can add other reports and tasks to these pre-set queues from the Available Tasks list, and optionally, you can create a new, custom queue with a set of reports and tasks based on the needs of your practice.  
   
• The Available Tasks are divided into the following categories: Ledger Reports, Ledger Tasks, Management Reports, Move to History, and Purge and Reset. For a full list of available reports and tasks that can be run automatically, please see the list below.  

The Reports and Task Scheduler can be launched from the following locations: 

• In the Ledger menu, click Task Scheduler (Month End).
• In the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

Important Note: Tasks set to run on a  Schedule interval/time will run at the scheduled time only at the Server computer.  Scheduled tasks do not actually run on workstations.  However, you can 'Run Now'  or 'Run Once' any task from any computer, but scheduled tasks will only kick off at the server at the scheduled time. 

 

Jump to a Topic:

• Scheduling Reports & Tasks
  • Editing pre-set Reports and Task Scheduler queues  
  • Creating new Reports and Task Scheduler queues
  • Adding reports or tasks to a queue
  • Deleting reports or tasks from a queue
  • Running reports, tasks or queue now
  • Running scheduled reports or tasks once
  • Suspending tasks
  • Resuming tasks 
• List of Available Reports & Tasks
• List of pre-set (default) Scheduled Tasks and Queues 

 

 

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Scheduling Reports & Tasks

 

To edit an existing Reports and Task Scheduler queue

1.   Launch the Reports and Task Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

 

2. In the Scheduled Tasks list, click Edit to the right of the queue name.

The Edit Queue dialog box appears. 

3.   Complete one or more of the following tasks:

• Queue Name - If you are creating a new queue, type a unique in the text box.
• Recurrence - Select one of the following options:
  • Daily - Sets the queue as a daily task. Select Every and then set the number of days you want the task to recur, or select Every Weekday (recurs Monday through Friday).
  • Weekly - Sets the queue as a weekly task. Set the number of weeks (1 for every week, 2 for every two weeks, and so on, and then select the day of the week you want the task to run.
  • Monthly - Sets the queue as a monthly task. Select Day, and then set the day of the month and how often the task recurs. For example, Day 1 of every 1 month(s) means the task recurs on the first day of every month. Or, select the second option to set the task to recur on the first, second, third, or fourth selected day of the week every month. For example, to run a task on the second Tuesday of every month, you would select: Second, Tuesday, and the number 1 (every two months 2, every three months 3, and so on).
  • Yearly - Sets the queue as a yearly task. You can set to a date of a selected month or as the second Tuesday of March. 

4.   Click OK.

5.   To check the schedule, click the Schedule button in the Reports and Tasks Scheduler dialog box.

The Schedule dialog box appears listing all scheduled tasks, their run dates, and the details of the options you chose.

 

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To add a report or task to a queue

1. Launch the Reports and Task Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

 

2. In the Available Tasks list, double-click the report or task that you want to add to a queue.

The Task dialog box appears. 

 

3. Select Add to Queue.

4. Click the down arrow, and select the desired queue from the list.  

5. Click OK.

6. A dialog box appears corresponding to the report or task that you selected to add to the queue. Select the default options that should be used when the report or task is run.  For example, if you selected Apply Finance Charges, the Apply Finance Charges dialog box appears from which you can choose the default options that will be used for applying finance charges to accounts; in this case, you would choose options such as the billing types and providers to use, the minimum balance to charge, finance charge percent, etc.

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To delete a report or task

1.  Launch the Reports and Task Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

      The Reports and Tasks Scheduler dialog box appears. 

       

2.   In the Scheduled Tasks list, double-click the report or task that you want to delete.

The Task dialog box appears. 

 

3.   Select Delete, and then click OK.

A message appears. 

 

4.   Click Yes to delete the scheduled task. 

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To run a report or task now 

1.  Launch the Reports and Task Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

 

2.   In the Available Tasks or the Scheduled Tasks list, double-click the report or task you want to run.

The Task dialog box appears. 

3.   Click OK. 

To run a queue now (run all tasks in a queue at once)

1.  Launch the Reports and Task Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

  

2. In the Scheduled Tasks list, right click on the queue name to bring up the menu. 

 

3. Click on Run Now.

(If any items in the queue are currently 'Suspended' before running the queue, then these tasks will not be ran). 

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To run a report or a task once

1.   Launch the Reports and Task Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

 

2.   In the Scheduled Tasks list, right-click the report or task you want to run and click Run Once.

Note: You can select more than one report by pressing the Ctrl key, clicking the reports that you want to run, and then right-clicking.

The following message appears. 

 

'If the task is sent run once it will be deleted after the next run.  Are you sure you want to set the run once flag?'

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

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To suspend a task 

1.  Launch the Reports and Tasks Scheduler.
 run no

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

 

2.   In the Scheduled Tasks list, right-click the report or task that you want to suspend.

3.   In the sub menu, click Suspend Task.

The task's state changes to 'Suspended.' 

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To resume a task

1.   Launch the Reports and Tasks Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears.

 

2.   In the Scheduled Tasks list, right-click the report or task you want to resume.

 

3.   In the submenu, click Resume Task.

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To create a new (custom) Reports and Tasks Scheduler queue

1. Launch the Reports and Tasks Scheduler.

• In the Ledger menu, click Task Scheduler (Month End).
• Or in the Office Manager menu, click Maintenance, and then click Task Scheduler (Month End).

The Reports and Tasks Scheduler dialog box appears. 

 

2. Scroll to the bottom of the Scheduled Tasks list, and click Create New Queue.

The New Queue dialog box appears. 

 

3.   Complete one or more of the following tasks:

• Queue Name - In the text box, type a unique name for the queue.
• Recurrence - Select one of the following options:
  • Daily - Sets the queue as a daily task.
  • Weekly - Sets the queue as a weekly task.
  • Monthly - Sets the queue as a monthly task.
  • Yearly - Sets the queue as a yearly task.
  • Every - Set the number of days you want the queue to run.
  • Every Weekday - Runs the queue Monday through Friday. 

4.  Click OK. 

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List of Available Tasks

 

The Available Tasks list is divided into the following categories: Ledger Reports, Ledger Tasks, Management Reports, Move to History, and Purge and Reset.   

Category	Icon	Description
Ledger Reports
		Aging Report - Schedule an Aging Report
		Billing Statements - Schedule a Billing Statements report
		Insurance Claim Aging Report - Schedule a Insurance Claim Aging Report
Ledger Tasks
		Apply Finance Charges - Schedule apply a finance charge
		Apply Late Charges - Schedule a Late Charge
		Future Due Payment Plan Update - Schedule a Future Due Payment Plan Update
		Process Due Payment Agreements - Schedule processing of Due Payment Agreements and attached Saved Credit Card (v. 23.6+)
Management Reports
		Daysheet - Schedule a Daysheet report
		Finance Charge Report - Schedule a Finance Charge Report
		Late Charge Report - Schedule a Late Charge Report
		Practice Analysis Report - Schedule a Practice Analysis Report
Move to History
		Close Transactions - Move Transactions to History  *Transactions can only moved to history on a monthly basis. This is due to the way that MTD and YTD totals are computed. NOTE: Only a maximum of 11 months can remain open.
		Move Clinical Notes to History - Move Clinical Notes to History so that they cannot be edited *Clinical Notes can be moved to history on any interval
		Move Perio Exams to History - Move Perio Exams into History so that they cannot be edited *Perio Exams can be moved to history on any interval
Purge and Reset
		Purge Appointments - Purge appointment information older than a given threshold
		Purge Exported Files - Purges all items in the Exports folder.
		Purge Unscheduled Appointments - Purge appointment information older than a given threshold
		Recalculate Totals - Recalculate the MTD and YTD totals
		Reset Insurance Benefits - Rest Insurance Benefits for plans with given Renewal month

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List of Scheduled Tasks (pre-set by default)

The Scheduled Tasks list is divided into Daily, Monthly, and Yearly queues, and each queue lists the reports or tasks that we recommend you run within those time frames. You can add other reports and tasks from the Available Tasks list based on the needs of your practice.   This list includes the queues and tasks that are pre-set by default upon installation. 

NOTE: All Scheduled Tasks are Suspended by default and their icons will be grayed out.  

Queue	Task	Filters
Daily
	Daysheet	Prov: ALL, BT: ALL, Entry Date, Today, Chronological, Alphabetical, Receipts, Adjustments, Deposit Slip, Collections
	Purge Exported Files	Purge all export data older than 1 month(s) ago
Monthly
	Aging Report	BT: ALL, Guar: ALL, Payments 0 Day(s) ago, Min Overdue: 0 days, Std Aging
	Apply Finance Charges	Prov: ALL, BT: ALL, Min Bal: 10.00, Min Charge: 0.50, Min Overdue: 0 days, 18% Yearly, Skip if previous charge
	Apply Late Charges	Prov: ALL BT: ALL
	Billing Statements	Guar: ALL, Prov: ALL, BT: ALL, Min Bal: 0.01, Date: Today
	Close Transactions	Close transactions older than 1 month(s) ago
	Daysheet	Entry Date, Today, Chronological, Alphabetical, Receipts, Adjustments, Deposit Slip, Collections
	Finance Charge Report	Prov: ALL BT: ALL, Today
	Late Charge Report	Prov: ALL BT: ALL, Today
	Move Clinical Notes to History	Lock Clinical Notes older than 1 month(s) ago
	Move Perio Exams to History	Lock Perio Exams older than 1 month(s) ago
	Purge Appointments	Purge appointments older than 1 year(s) ago
Yearly
	Insurance Claim Aging Report	Dental, Prov: ALL, Pat: All, Ins: All, Overdue: 0 days
	Practice Analysis Report	Prov: ALL, BT: All, Entry Date, Production, Payment, Adjustment, Patient

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