User's Guide. EXACT Scheduler. Scheduling EXACT events for one-time or repeat actions. Scheduler rev 1, 22/07/2013 page 1 of 19

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1 User's Guide EXACT Scheduler Scheduling EXACT events for one-time or repeat actions Scheduler rev 1, 22/07/2013 page 1 of 19

2 Copyright 2013 Software of Excellence International. All rights reserved The software contains proprietary information of Software of Excellence International; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Software of Excellence International and the client and remains the exclusive property of Software of Excellence International. If you find any problems in the documentation, please report them to us in writing. Software of Excellence International does not warrant that this document is error-free. Microsoft Word, Microsoft Office, Excel, Windows, Windows XP, Windows 7, Windows Vista, Windows NT and MS-DOS are trademarks of the Microsoft Corporation. Software of Excellence International Unit A3, 34 Triton Drive Albany, North Shore 0632 Auckland, New Zealand Internet support@soeidental.com Website: Subscribers' Portal: Scheduler rev 1, 22/07/2013 page 2 of 19

3 Contents Contents... 3 List of Procedures... 3 Scheduler 4 Overview of Scheduler... 4 Purpose of Scheduler... 5 Benefits of Scheduler... 5 Features of Scheduler... 5 Requirements for Scheduler... 8 Using Scheduler... 9 Opening Scheduler... 9 The Scheduler screen Manually running a Scheduled Event right now Displaying Incomplete, Pending or Completed scheduled events Configuring Scheduler Displaying the Scheduler shortcut on the workspace bar Configuring the Scheduler column display Editing a Scheduler event Creating a new Scheduler event Exporting Reports to.csv format Compressing older images Backing up to the network Index List of Procedures To open Scheduler... 9 To manually run a scheduled event right now To display just the incomplete and pending scheduled events To display ALL scheduled events (completed, incomplete and pending) To display the Scheduler shortcut on the workspace bar To configure the Scheduler column display To edit a Scheduler event To create a New Scheduler Event To export a report to.csv format To compress images older than a specified number of days To back up the local computer to the network Scheduler rev 1, 22/07/2013 page 3 of 19

4 SCHEDULER Scheduler enables the automation of a range of events in EXACT, and is anticipated to become an increasingly powerful dental practice tool as EXACT software evolves to include business processes that drive dental practice performance. Scheduler has been significantly upgraded with performance improvements from EXACT version For a quick reference see The Scheduler screen (on page 10). Overview Purpose of Scheduler (on page 5) Benefits of Scheduler (on page 5) Features of Scheduler (on page 5) Requirements for Scheduler (on page 8) Using (strategy, screens and procedures) Opening Scheduler (on page 9) The Scheduler screen (on page 10) Manually running a Scheduled Event right now (on page 11) Displaying Incomplete, Pending or Completed scheduled events (on page 11) Configuring (setting up and customising) Displaying the Scheduler shortcut on the workspace bar (on page 12) Configuring the Scheduler column display (on page 12) Editing a Scheduler event (on page 13) Creating a new Scheduler event (on page 13) Exporting Reports to.csv format (on page 16) Compressing older images page 17) Backing up to the network (on page 18) (on Resources User Guide Training Competencies Checklist Overview of Scheduler This section provides an overview of the Scheduler purpose, benefits, features and requirements. Scheduler rev 1, 22/07/2013 page 4 of 19

5 Purpose of Scheduler Scheduler enables a dental practice to schedule a range of events, including reporting, exports, network backups, image compression, print jobs and batch invoice runs. The practice can also at any time manually action a scheduled event or create a one-off (unscheduled) event. Benefits of Scheduler Benefits include: As dental practices ramp up their business performance by means of EXACT software such as Thrive, the scheduled reporting provides consistent, reliable measurements against which the business can plan, monitor and evaluate performance. Scheduler provides a means of automating reports so that a corporate with multiple dental practices has a stream of consistent, reliable business information from the practices. In large practices with multiple reports, the manual report generation process can be time-consuming. Scheduler provides a means of doing this automatically, whether during or after business hours. Dental practices have options of whether to print, export to file, or the scheduled reports, which enables them to flexibly develop business strategies around reporting. Exported reports in.csv format can be integrated in multiple ways with other software. Reports can be printed direct to PDF format, providing a consistent, formatted reading and print medium. Scheduler is simple to set up and use, so requires little training. Because the Scheduler from version onwards is integrated with the Windows scheduler, EXACT users do not interrupt scheduled reporting when they log out or lock / unlock their computers, and it runs completely independently of the EXACT user's backup procedure. Features of Scheduler Displays a list of Scheduled Events: Show all, or show only pending / incomplete scheduled events: Scheduler rev 1, 22/07/2013 page 5 of 19

6 In the list of scheduled events, you have the option to either show all or to show only the pending and incomplete events: Multiple Available Events options: (Example: Printable reports, EXACT v11.3, New Zealand) Edit the columns for the displayed list of scheduled events: (For example, shift the "Needs Attention" column) Scheduler rev 1, 22/07/2013 page 6 of 19

7 Multiple Event Types: Export to.csv: (CSV format can be manipulated or integrated in many ways with other software) Optionally action the event NOW, rather than wait on the schedule: Optionally create a once-only (non-repeating) scheduled event: Run an event to automatically compress images to save space: Scheduler rev 1, 22/07/2013 page 7 of 19

8 Multiple options with Provider reporting: Open Scheduler from either menu or workspace bar: Requirements for Scheduler Requirements include: EXACT version or later is recommended as it has significant performance improvements over earlier versions. A functional printer is required for print options. A PDF viewer such as Adobe Reader software is required for any person wishing to read PDF-format reports. Exported.CSV format reports can be read and manipulated by a variety of software programs, but you may need to select a program that suits your planned handling of these files (for example, Microsoft Excel is particularly suitable for reading and manipulating CSV files) NOTE: From v10.16 it is no longer necessary to leave a user logged in to EXACT in order to run scheduled events, and these events do not affect system backups. TIP: The reporting options are complex and potentially powerful. Your practice may benefit from a consultant who can help you plan a business strategy. Scheduler rev 1, 22/07/2013 page 8 of 19

9 Using Scheduler This section describes the Scheduler screens and operating procedures. Opening Scheduler To open Scheduler Select File > Scheduler... - OR - If you have Scheduler listed in the workspace bar, simply click the Scheduler icon: If you do not have any scheduled events you will see a blank Scheduler window: Scheduler rev 1, 22/07/2013 page 9 of 19

10 With scheduled events you will see this list populated: The Scheduler screen Reports that need attention are indicated by means of this icon. Scheduler Occurrence Status Computer Login (user) who created the event. Indication of whether it is a Once-only or Scheduled event (in which case it will show details as in the above example). Pending, Done or Not Completed. Note that your view of these statuses is affected by the Show only pending and incomplete events checkbox. Computer on which the event will run. SEE: Configuring the Scheduler column display (on page 12) Sort by date Type a date and press ENTER to jump to that date in the list of scheduled events. Scheduler rev 1, 22/07/2013 page 10 of 19

11 Show only pending and incomplete events Check or un-check to change the view of listed events. Example of de-selected: Action Now Click this to run the selected (highlighted) event manually. Create New Event SEE: Creating a new Scheduler event (on page 13) Edit the selected (highlighted) event. Delete the selected (highlighted) event. Manually running a Scheduled Event right now To manually run a scheduled event right now 1. Select the Event. 2. Click Action Now. Displaying Incomplete, Pending or Completed scheduled events To display just the incomplete and pending scheduled events Check (tick) the checkbox: To display ALL scheduled events (completed, incomplete and pending) Un-check (un-tick) the checkbox: What to do with events that are completed? For events that are DONE you can select the event and and then either Click the button in the toolbar and edit the scheduled time so it may run again - OR - Click the button and delete the event. Scheduler rev 1, 22/07/2013 page 11 of 19

12 Configuring Scheduler Displaying the Scheduler shortcut on the workspace bar To display the Scheduler shortcut on the workspace bar 1. Right-click the workspace bar and select Customise Move the Scheduler shortcut from the left to the right pane, and position it in the list: 3. Click OK. Configuring the Scheduler column display To configure the Scheduler column display 1. Click the configure column display button. 2. Edit the settings in the Column Settings window: 3. Select OK. Scheduler rev 1, 22/07/2013 page 12 of 19

13 Editing a Scheduler event To edit a Scheduler event 1. From The Scheduler screen (on page 10), select the Event and click the Edit button or double-click the Event. The Scheduled Event wizard opens at the first screen. 2. Proceed as for Creating a new Scheduler event (on page 13) Creating a new Scheduler event To create a New Scheduler Event From The Scheduler screen (on page 10), click the Create New Event button to start the Scheduler wizard, and then proceed through the screens: Schedule Event Setup Wizard Example: Other Scheduler rev 1, 22/07/2013 page 13 of 19

14 Parameters This screen varies depending on the Event Type that you selected. Example: To select Multiple Providers from the Multiple button: Scheduler rev 1, 22/07/2013 page 14 of 19

15 Select the Computer If the event is something that can be run from any computer, leave the default as Any available computer. If the event is something that can only be run from this computer, such as compressing images stored on this computer's hard drive, select This computer. In this case, ensure that this computer is turned on and logged into EXACT at the scheduled time. If the event can only be run from the server, choose The server. Repeat Cycle of the event Use this screen to set when the event occurs and whether it is to repeat. Note the Once Only option - this enables you to create a non-repeating scheduled event. TIP for TIME: Each click adjusts the time by 5 minutes. SHIFT-click adjusts by 10 minute increments. CTRL-click adjusts by 1 hour increments. Choose whether the event is to occur Once Only, Weekly, or Monthly, and set the appropriate date, day, or day of the month. Scheduler rev 1, 22/07/2013 page 15 of 19

16 Exporting Reports to.csv format CSV format can be manipulated or integrated in many ways with other software such as Microsoft Excel. To export a report to.csv format Follow the same steps as for Creating a new Scheduler event, but the screens will differ slightly to cater to the export requirement: Next> Next> Next> Scheduler rev 1, 22/07/2013 page 16 of 19

17 Finish. Compressing older images This facility enables a practice to automatically compress images that are older than a specified number of days. To compress images older than a specified number of days 1. Create a scheduled event of Event Type Other, and select Compress Images. 2. Specify how many days per image type: Scheduler rev 1, 22/07/2013 page 17 of 19

18 Backing up to the network This enables a user to back up the local computer to the network. To back up the local computer to the network Follow the same steps as for Creating a new Scheduler event, but the screens will differ slightly to cater to the backup requirement: Next> Next> Finish. Scheduler rev 1, 22/07/2013 page 18 of 19

19 Index B Backing up to the network 4, 18 Benefits of Scheduler 4, 5 C Compressing older images 4, 17 Configuring Scheduler 12 Configuring the Scheduler column display 4, 10, 12 Creating a new Scheduler event 4, 11, 13 D Displaying Incomplete, Pending or Completed scheduled events 4, 11 Displaying the Scheduler shortcut on the workspace bar 4, 12 E Editing a Scheduler event 4, 13 Exporting Reports to.csv format 4, 16 F Features of Scheduler 4, 5 M Manually running a Scheduled Event right now 4, 11 O Opening Scheduler 4, 9 Overview of Scheduler 4 P Purpose of Scheduler 4, 5 R Requirements for Scheduler 4, 8 S SCHEDULER 4 T The Scheduler screen 4, 10, 13 U Using Scheduler 9 Scheduler rev 1, 22/07/2013 page 19 of 19

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