Creating Events

To create a timed event

1. Select Tools/ Events from the main menu.

The Events dialog appears.

2. Click New.

The Event Wizard - Select Trigger page appears.

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

The Event Wizard - Select Response page appears.

6. Select the Language for the response.
7. 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:

• Activity

• Data Change History

• Export

• Organization

• Qualification

• Qualification (Compact)

• Requalification

• Summary

• Task Completion

• Task Summary

• Training Information

• 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.
 

10. 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.
    
    

Tools/ Import (with Browse button)

Tools/ Events wizard (without Browse button)

8. Click Next.

The Event Wizard - Name page appears.

9. Enter a name for your event in the Name edit box.
10. (optional) Enter a description of the event in the Description edit box.
11. Click Finish.

The new Event appears in the Events dialog.

To create an employee/task event

1. Select Tools/ Events from the main menu.

The Events dialog appears.

2. Click New.

The Event Wizard - Select Trigger page appears.

3. Select Employee/ Task from the Select Object drop down box.
4. Select a type of event from the Trigger Action drop down box.

You can select from

• Elapsed

• Completed

• Assessment Attempts Limit Reached

• Knowledge Completed

• Capability Completed

• Knowledge Failed

• Capability Failed

If you select Elapsed, you also have the option to set the Event trigger to be run XX number of days before the Task component elapses.

5. Click Next>.

The Events Wizard - Select Organization Units page appears.

6. Select the Organization Unit(s) or individual Learner(s) you wish to include in the event.
7. Click Next>.

The Events Wizard - Tasks page appears.

8. Select the Tasks you wish to include in the event.
9. Click Next>.

The Event Wizard - Event Response page appears.

10. Select the Language for the response.
11. Choose to run a report, send an email message, import learning records/ employees or a combination of these.

In the case of Employee/ Task events, the most likely response is the send email message option.  

See the above procedure for the appropriate steps.

12. Click Next.

13. Enter a name for your event in the Name edit box.
14. (optional) Enter a description of the event in the Description edit box.
15. Click Finish.

The new Event appears in the Events dialog.