Creating Events

To create a timed event

Select Tools/ Events from the main menu.

The Events dialog appears.

Click New.

The Event Wizard - Name page appears.

Enter a name for your event in the Name edit box.
(optional) Enter a description of the event in the Description edit box.
Click Next>.

The Event Wizard - Select Trigger page appears.

Select Time from the Select Object drop down box.
Indicate the time periods you wish to run the event: by date or by month.
Click Next>.

The Event Wizard - Select Response page appears.

Select the Language for the response.
Choose to run a report, send an email message, import learning records/ employees or a combination of these.
To run a report, you must select a previously-created report template listed under its corresponding report type.
If not, go to step 14.

Once you have selected your report template, enter a name for the report in the Title edit box.

(optional) Enter a description and/ or sub title for the report in the corresponding edit boxes.

For steps on creating the individual report templates, click on the report type:

To send an email message, click the To button.

The Select Recipients dialog appears.

Select the Organization Units, or individual employees, to whom you wish to send the message.

Click OK to return to the Event Response dialog.

Enter the Subject and Body of the message in their corresponding edit boxes.

Select whether to send a copy of the message to yourself.

To complete an Import of Learning Records/ Employees, click on the appropriate procedure link

Employee

Learning Records.

Please Note: Creating an event for the Import of Employees/ Learning Records would only be done under particular circumstances. For example: if you have another system that also contains employee and/ or learning record information, to synchronize an import of this information with the other system. The other system may be scheduled to export information to a particular directory on Friday nights, and an event could be created to import this information into TRACCESS on Saturday mornings.

Also note: There is one MAJOR difference between the Import procedures that you carry out immediately, and those scheduled through the Event Manager. When the import of learning records or employees is done immediately (through the Tools/ Import option), one of the steps is to browse to the import file location. When the import is scheduled through an event, the file location must be indicated in the EngineConfig.xml file, and only the file name is indicated in the dialog. This is because the event is likely scheduled during a time when the TRACCESS Client program is not actually running, and the event engine must know where to go to access the file. The setting in the EngineConfig.xml that must be entered is called ImportEventSourceDirectory.