---
title: "Setting up the Request Awaiting Collection task"
canonical: "https://support.soutron.net/space/HG/3277026/Setting%20up%20the%20Request%20Awaiting%20Collection%20task"
format: markdown
---
This section describes the process of setting up the task for sending the Request Awaiting Collection emails.
Ideally you will have set up your [Request Confirmation notification template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278096) before doing this, but it can be done from within this process as well.
> ⚠️ Note that a template has to be created for each office that you want to use this function in, or you may want to allocate the same template to all offices.
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**To access the tasks, select** **System Management**** > Task Centre > Task Maintenance**.
The following screen displays:
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The screen displays any tasks already defined. By selecting from the drop-down lists in the Search Filter, you can limit the display to:
- types of task (Notifications, data maintenance, etc)
- task owner
- accessibility (Private, Shared, etc)
- status (Enabled, Disabled)
When you open the Task Centre for the first time, you will see a task already defined: "Complete expired catalogue requests". This is not related to the Request Confirmation process, and so can be ignored here.
From here you can:
- [set up a new task](#Creating_the_task_)
- [edit or disable an existing task](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278247)
- [activate or deactivate a task](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278614)
- [delete a task](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277847)
Unlike overdues, there is no need to set up a schedule for Request Confirmation notifications, as the emails are sent immediately that a request is made by the user.
# Creating the task
To create a task for processing Request Confirmation notification emails, click **Create task** in the Actions menu.
The following screen opens:
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# General settings
The General Settings allow you to define overall settings for the task:
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| **Task Active** | Leave this option ticked if the task is to be active; un-tick if not |
| **Task Description** | Enter a name for the task, such as "Request Awaiting Collection notification" |
| **Task Accessibility** | Select whether the task is private (only visible to you) or can be seen by all staff |
# Task specific settings
When you click on this tab, the following screen is displayed:
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1. Select the task type "Notifications" from the drop-down list.
2. A second drop-down list then appears: select "User Request State changed".
3. You will now see the office selections:
4. Select which office this notification is to apply to, by selecting from the drop-down list.
5. You also need to select the template which is to be applied: click **Select** next to the type of request. (If you do not use all request types, leave the ones you do not use blank.)
6. The following selection screen appears:
7. Select the correct template by ticking the box and then clicking **Select template** in the Actions menu.
8. Alternatively, you can [create a new template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278096) here if you have not already done so, by clicking **Create new template**.
9. Either way, you are returned to the main screen, with the template name displayed:
# Export settings
Next click on the Export settings tab. The following screen displays:
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Select the following options:
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| **Standard** | This is set to "Soutron" and should be left unchanged |
| **Report Format** | This is set to "HTML" and cannot be changed |
| **Receive Method** | This is set to "Mail" and cannot be changed |
| **Report File Name** | Enter a name, such as "Request Confirmation notification" |
| **Report Compression** | Leave the compression as "None" |
| **Email data delivery method** | This is set to "Include data as attachment" and cannot be changed |
| **Mail To:** | This is automatically generated by the mailing process and should therefore be ignored |
| **Mail CC:** | Enter the email address of the person to whom emails should be CC'd, if any |
| **Mail BCC:** | Enter the email address of the person to whom emails should be BCC'd, if any
> Macro (nested-table) |
| **Mail Subject:** | Enter a subject, such as "Request Confirmation" |
The email is sent to the user's email address as defined in their [user record](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278781).
The email "from" address is defined in an external config file during the installation process.
# Finishing the process
When you have finished, click **Save** in the Actions menu, or **Save and Exit** to return to the list of defined tasks:
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The task is now defined and active, and will run with immediate effect.
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**Experiencing problems with loans and requests? See the **[**Troubleshooting Guide**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278231)** and **[**How do I ...?**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278240)**.**
> Macro (__confluenceADFMigrationUnsupportedContentInternalExtension__)