Setup Task Scheduling

Use Task Scheduling to automatically run tasks on a specific date or frequency. 

Setting up scheduled tasks to sync Plan and Participant data from the recordkeeping system is an optimal way of keeping your iJoin data up-to-date without the need for continual manual intervention. 

There are certain automated tasks which are created and run daily when a Plan has the Managed Account Program path selected. Other tasks such as Plan Sync and Participant Sync can be scheduled to run automatically based on date or frequency.  

Note:

It is highly recommended that you setup a weekly Scheduled Task for Participant Sync for all Plans to ensure Participant balances and other census information is kept current if you are using the analytics features (ACT).  

We also recommend that you setup a Scheduled Task for Plan Sync on all of your Plans to daily to ensure that updates made in the recordkeeping, such as fund lineup changes, are reflected in iJoin. 

For more information on Plan and Participant Sync see Process Plan and Participant Syncs

Task Scheduling

1. Navigate to the Advisor Portal and click the Activity tab

2. Click on the Task Scheduling tab, then click on the Schedule New Task button on the top right side.

Plan Sync

3. Select Plan Sync

  • Choose the Frequency of the Plan Sync Scheduled Task:

Daily - Recommended for Plan Sync. Select a processing time for the task to run. 

Weekly - Use the drop down menu in the On field to choose the Day of the week for the task to run

Monthly - Use the drop down menu in the On field to choose the Day of the Month for the task to run

Specific Date - Use the drop down menu in the On field to enter a Specific Date for the task to run

  • Enter the Desired Processing Time by clicking on the field and selecting the Time of day / evening for your task to run.
  • Choose which Plans to run the scheduled task: 

Select All Plans 

or Select Plans - Select the Plans from the list of Plans displayed

  • Slide the Status switch to On / Active to ensure the scheduled task runs

To shut off a scheduled task, slide Status switch to Off / Inactive 

Click Save

Note: An Inactive scheduled task will not run. Be sure to set the Task to Active.

Participant Sync

4. Select Participant Sync

  • Choose the Frequency of the Participant Sync Scheduled Task:

Daily -  Select a processing time for the task to run

Weekly - Recommended for Participant Sync - Use the drop down menu in the On field to choose the Day of the week for the task to run

Monthly - Use the drop down menu in the On field to choose the Day of the Month for the task to run

Specific Date - Use the drop down menu in the On field to enter a Specific Date for the task to run

  • Enter the Desired Processing Time by clicking on the field and selecting the Time of day / evening for your task to run.
  • Choose which Plans to run the scheduled task: 

Select  All Plans - Recommended

or Select Plans - Select the Plans from the list of Plans displayed by clicking the check in the left column of the desired Plan(s).

  • Slide the Status switch to On / Active to ensure the scheduled task runs

To shut off a scheduled task, slide Status switch to Off / Inactive 

Click Save

Note: An Inactive scheduled task will not run. Be sure to set the Task to Active.

Scheduled Tasks

5. The list of all scheduled tasks are displayed on the Task Scheduling screen. You can modify the tasks and their schedules by clicking on each Task hyperlink. which then displays the Task Scheduling pop-op. Follow the previous instructions for completion.

6. View the completed Scheduled Tasks and their statuses by clicking on Activity Monitor.

7. The Activity Monitor screen displays the list of Activities / Completed Tasks and their statuses.

For more information about Activity Monitor see Monitor Activity

Managed Account Automated Scheduled Tasks (MAP)

When the LDI Managed Account is selected on a Plan in Enrollment Experience Type / Investment Paths, two automated Scheduled Tasks are created. The Schedule of these Tasks can be modified in the Activity / Task Scheduling tab. 

1.  Managed Account Reallocation - The automated Scheduled Task will run daily to check which Participants have reached their Opt-Out deadline. The Schedule of this Task can be updated in Task Scheduling by clicking on the Task hyperlink. Make updates to the automated Scheduled Task time / frequency / Plans as needed. Click Save for any changes made to the task. 

2.  Managed Account Auto Enrollment - The automated Scheduled Task will run each day to check which Participants were Auto Enrolled into the Managed Account Program. The Schedule of this Task can be updated in Task Scheduling by clicking on the Task hyperlink. Make updates to the automated Scheduled Task time / frequency / Plans as needed. Click Save for any changes made to the task.

3.  View the completed Scheduled Tasks and their statuses by clicking on Activity Monitor from the Advisor Portal menu bar. 

See Monitor Activity for more information

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