IN BRIEF
Background Tasks allow the System to process time-intensive or multi-record actions without interrupting day-to-day work. Staff members can monitor task progress, review completed actions, and cancel tasks when needed through the Background Tasks QuickTool.
Overview
A Background Task is created when the System performs an action that does not result in an immediate change and typically impacts multiple records. These tasks run in the background, allowing staff members to continue working while the System completes the process.
The Background Tasks QuickTool displays a list of these activities, along with their current status, completion details, and available actions.
Common examples of actions that create Background Tasks include:
- Tasks launched from the TRANSACTIONS page.
- Assigning Keywords.
- Quick Edit tasks.
- Class cancellations.
- Generating bulk Makeup Tokens.
- Generating reports.
- Sending multiple emails.
Accessing the Feature
- From anywhere in the System, open the Background Tasks QuickTool.
- Review the list of tasks currently running or recently completed.
Access visibility and available actions depend on staff permissions.
Step-by-Step Instructions
Understanding Task Visibility and Permissions
All staff members can see the Background Tasks QuickTool. However, which tasks they can view, cancel, or delete depends on their permissions.
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Account Owners
- Can see, cancel, and delete all Background Tasks.
- Includes tasks created by any staff member.
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All other staff members
- Can only see, cancel, and delete Background Tasks they personally created.
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Autopilot permission exception
- Any staff member granted the Autopilot Tasks permission can view all Background Tasks triggered by Autopilot workflows, regardless of who created them.
Additional Notes About Task History
- Completed Background Tasks remain visible for 60 days unless manually deleted.
- Canceled Background Tasks are automatically removed ten minutes after cancellation.
- A Background Task cannot be deleted unless it has completed or has been manually canceled.
Canceling Background Tasks
Once a task has been launched in the background, you can cancel it by opening the Background Tasks window and clicking on the “Cancel” icon (X) to the right of the task that is running:
Once a task has been launched, it can be stopped if needed.
- Open the Background Tasks window.
- Locate the task that is currently running.
- Select the Cancel icon (X) to the right of the task.
- When prompted, confirm the cancellation.
- Selecting Yes cancels the Background Task.
- Selecting No Thanks! closes the confirmation dialog and returns to the task list.
Important Cancellation Guidance
- After canceling a Background Task, it is strongly recommended to delete the task entry from the Background Tasks window.
- Select the Delete icon (trash) to remove the entry.
- This is especially important for tasks that both perform an action and send email notifications, including:
- Generating Makeup Tokens.
- Canceling classes or camps.
- Assigning substitute instructors.
- Sending Statements.
Troubleshooting & FAQs
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Why do some tasks remain visible after they finish?
- Completed Background Tasks remain visible for 60 days unless manually deleted, allowing staff members to review task history.
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Why can I not delete a Background Task?
- A task must either finish processing or be manually canceled before it can be deleted.
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Why can I see fewer Background Tasks than another staff member?
- Task visibility depends on staff permissions. Account Owners see all tasks, while other staff members only see tasks they created unless they have the Autopilot Tasks permission.