Pipelines (Advanced): Set Up a Schedule for Recurring Jobs

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TaxDome allows you to have jobs repeat so that they are automatically generated in your pipelines when needed. Set up a schedule for jobs to recur daily, weekly, biweekly, monthly, quarterly and annually. Or set up individual schedules for selected accounts added to a pipeline.

Covered here:

• Enabling Recurrence in Pipeline Settings
• Adding Client Accounts to Recurrence Schedule
• Set Up Individual Recurrence Schedules for Each Client
• Repeating Settings
• Custom Schedules
• Deleting Client Accounts from a Default Schedule
• How Do I Know When a Scheduled Job Is Created?

Enabling Recurrence in Pipeline Settings

Open the pipeline settings page, switch the Recurrence toggle, select how often the job should repeat, then set the start and end dates. Save your changes.

See the settings in detail and examples below.

Adding Client Accounts to Recurrence Schedule

After you have set up a default schedule for recurrence in the pipeline settings, it is time to choose which accounts jobs should repeat for.

To add accounts that need recurring jobs, open the pipeline and click Manage Recurrence. 

This is the list of accounts that will have jobs recur and the next time the recurrence will occur.

Click + Add accounts, select the accounts, then click Save.

Attention: Once accounts are added to the pipeline, they get recurrency settings based on the default pipeline's one. However, if you change them in the pipeline settings, they won't work for the accounts added to the schedule. You need to use individual schedules to tweak them (see below).

To search for a specific account click the search button in the top left of the Add Accounts section. Enter a keyword into the search field, then press enter on your keyboard. The account list is narrowed accordingly. Click x in the search field to clear it.

To filter your account list, click the Filter button on the far right of the menu bar. For more details on using filters, go here.

Note: If you don’t see a Manage Recurrence link inside the pipeline, set up a default job schedule in the pipeline settings first: See above for the details.

Now, each time a start date occurs, a job for the selected accounts is automatically added to the pipeline. To view all your next recurring dates, go to Manage Recurrence to see the jobs displayed to the right of the account names.

After adding accounts to the schedule, you’ll see the number of accounts added to the schedule beneath the pipeline’s name.

Setting up Individual Schedules for Selected Clients

All accounts that are added to the recurrence schedule have the default recurrence schedule set up in pipeline settings. However, you can change it along with the other job parameters for each account individually or in bulk.

You might have, for instance, all your payroll or bookkeeping clients in one pipeline but each with their own schedule (e.g., weekly, bi-weekly or monthly). Or you may have different job templates for different clients.

To modify the settings for each or multiple accounts, click Manage Recurrence, select one or more accounts and click on the Recurrence settings link.

Keep in mind:

• You can set up individual schedules while adding accounts or do it at any time. They can be added one by one or in bulk.
• When editing recurrence settings in bulk, only the ones that are the same among the accounts you select can be changed.
• Individual recurrence settings override the pipeline’s recurrence settings.
• If an added account isn’t given an individual schedule, the default is applied to its jobs.
• After the account is added to the schedule, the future changes made to pipeline settings, don't work for them. Please always modify recurrence settings via individual schedules.

To set up individual schedules:

1. Inside the pipeline, click Manage Recurrence, then either select existing accounts or click Add accounts to select new ones.

2. Click  Recurrence Settings, then set up the...

• ...repetition rate.
• ...first recurring date.
• ...last recurring date.
• ...job template.
• ...job assignee. (Assignees chosen here override the ones previously selected in the job template.)

To view the nearest recurring dates, go to Manage Recurrence to see them displayed to the right of the account names.

Note: If you attempt to exit the Recurrence Settings page without clicking Save, you’ll get a warning. Click Keep editing in the alert pop-up if you want to continue making changes, or click Discard Changes if you want to discard any edits. Avoid selecting the Prevent this page from creating additional dialogs checkbox if you prefer seeing this useful pop-up alert.

Repeating Settings

Recurrence settings in detail:

• Start date: the first day the job appears in the pipeline
• End date: the last day the job appears in the pipeline
• Repeat period: how frequently the job recurs inside the pipeline
  • Daily
  • Weekly
  • Biweekly
  • Monthly
  • Annually
  • Custom

  Keep in mind:

• The current date cannot be the same as the Start Date.
• Scheduled jobs start at 12 a.m. (in your time zone).
• The End Date is the last date the scheduled job will be created.

Although a schedule always has a default recurrence, you can change it for selected accounts.

Tip: Select a default job template to be applied to jobs that are automatically created on a schedule.

Here are some examples of what you will get by selecting different schedule settings :

When you need to view the pipeline recurrence settings, go to your Pipelines list.

Custom Schedules

Custom schedules allow you to tweak recurring job schedules even more, depending on the filing frequency of the services you deliver. Schedule jobs to recur at whatever frequency you want; e.g., on the 25th every 4 months, bi-monthly, every Tuesday, the last day of each month, etc.

1. Days: Set a job to recur every few days—e.g., every two days.

2. Days of the week: Set a job to recur on specific days of the week—e.g., every Monday, Tuesday and/or Wednesday.

3. Days of the month: Set a job to recur on a specific day of the month—e.g., every 10th and 25th day of the month.

Or set a job to recur on every final day of the month by toggling on Last Day.

Deleting Client Accounts from a Default Schedule

If you want to delete accounts that no longer need recurring jobs, click Manage Recurrence inside the pipeline, select the accounts, click Remove, then click Confirm.

To search for a specific account, click the search button in the top left of the Manage Accounts section. Enter the keyword into the search field, then press enter on your keyboard. Click x in the search field to clear it.

To filter your account list, click the FILTER button on the far right of the menu bar. For more details about applying filters, go here.

How Do I Know When a Scheduled Job Is Created?

When a new job is created inside a pipeline, you’ll receive a notification in your Inbox+ about it. You’ll also get a link to it. If something is preventing a job from being created, you’ll also get a notification about it that will explain why. For more details on system notifications about job automation issues, go here.