Edit an Activity Template

Edit an Activity Template to change scheduling options, Keystage Items, Group Assignments, and Details. See the article on Navigating the Workspaces Tab for definitions and additional information about the Workspaces tab.

To view or edit an Activity Template

1. Click on the Workspaces tab.
2. Click on the Workspace that contains the Activity Template you wish to view or edit.  
3. Click on the Initiative that contains the Activity Template you wish to view or edit.
4. Click on the title of the Activity Template that you wish to view or edit.
5. To view the Activity Template details:
   
   
• Click on the Details tab.
• Review the Activity Template Details.

To edit the Activity Template Details

1. Click on the Edit tab.
2. Update the fields you wish to edit.
3. Click on Save.

To edit the Activity Template Keystage Items

1. Click on the Keystages tab.
2. Click on the Edit link for the Activity Template Keystage that you wish to edit.
3. Click on Add new to add new Keystage Items or click on "Delete" to delete Keystage Items.
4. For each Keystage item, choose either a Form or a Library Item under "Template Keystage Item Type". Note that you may click Add new to add multiple rows to combine many Forms and Library Items on one keystage. Based on what you choose, you can then:
1. Form: Select a Form from the list of forms available to that workflow
2. Library Item: Select any published Library Item
5. Click on Save.

To Attach Forms and Library Items to each Keystage

1. Click on the Keystages tab.
2. Click on the Advanced Settings link for the Keystage Item advanced settings that you wish to edit.
3. Update the fields in the Keystage Advanced Settings modal that you wish to edit.
4. Click on Save.

Activity Template Group assignments

To edit the activity template group assignments:

1. Click on the Groups tab.
2. Under the Schedule-Based Distribution heading:

• Click on Add new to add new Groups to schedule-based distribution.
• Click on Delete to remove Groups from schedule-based distribution.

Note: Schedule-based distribution determines what groups of users will receive an Activity when the scheduler distributes the Activity. The users who will receive an Activity from the Activity Template when the scheduler runs will be listed under the Current Assignees heading.

3. Under the In Start menu for heading:

• Click on Add new to add new Groups to In Start menu for.
• Click on Delete to remove Groups from In Start menu for.
• Click on Save.
• Click on Apply Modifications.

Note: In Start menu for determines what users will be able to launch the activity from the Start a form... menu on the Home Page, the Most Popular list on the Home Page, and the Forms tab in the Library tab.

You may copy the Groups assigned to Schedule-Based Distribution to In Start menu for by clicking on Copy Schedule-Based Groups.

To edit the Activity Template schedule

1. Click on the Schedule tab.
2. Set the following fields:
• Initial Due Date:
• None: Do not schedule activities for automated distribution
• Hire Date: Distribute activities based on the person's hire date.  
• Birth Date: Distribute activities based on the person's Birth Date.
• Specific Date: Set a specific due date in the field that appears when selecting this option.
• Plus (Days): For scheduled based on Hire Date or Birth Date, you may offset from the due date using the Plus field.  For example, Hire Date plus 90 days will set a due date of 90 days after the person's hire date.  Hire Date plus 365 will set a due date of exactly one non-leap year after the person's hire date.
• Early Distribution: Enter the number of days before the in Due Date to distribute the activity. This allows the person to complete the activity before it becomes past due.  
• Recurrence: Check the Recurring checkbox to distribute the activity on an interval and then set the following fields:
• Recurring Interval: Enter how frequently this should recur based on the Recurring Unit.  For example, if you enter 1 for the interval and Years for the Unit, then the schedule will recur annually.  If you enter 2 for the interval and Years for the Unit, then the schedule will recur every two years.
• Recurring Unit: Select the unit of time to apply to the interval.  Activity Templates can recur every X Days, Weeks, Months, Quarters, and Years.
• End Automatically: Check this box to set an Expiration Date for this schedule. An expiration date ensures that no activities will be created that have a due date that occurs after the Expiration Date.
• Immediate Distribution: Use this option to force the activity to distribute to all members of the Schedule Based Distribution groups who did not complete it the last time it was due.
3. Click Save.
4. Click Apply Modifications if the changes should be applied to all active instances of the Activity Template.
   
   The activity template schedule depicted below will be due three days after an employee's start date because the: 

• Initial Due Date is set to Hire Date, that that is the basis for the schedule the follows
• Plus days is set to 3, so the actual due date is 3 days after the Hire Date (Hire Date + 3)
• Early Distribution is set to 14 days before the due date, so the activity will be distributed 11 days before the Hire Date (Hire Date + 3 - 14)
• Recurrence is set to every 1 Year, so the activity will distribute every year 14 days prior to the due date, which is 3 days after the anniversary date .
• The Expiation Date is set to December 31, 2020, so under not circumstances will the system generate an activity with a due date after 12/31/2020.
• Immediate Distribution is set to No, so the activity will not be distributed immediately to assigned employees who did not complete it at their last anniversary date. This means that the system will distribute to any new hires added from this day forward, and then again to existing employees between 11 days prior and 3 days after their anniversary date.

Activity Template Report

To view the Activity Template Report, which shows Assessment scores and distribution counts:

1. Click on the Report tab.