---
title: "Setting up a task"
canonical: "https://support.soutron.net/space/HG/3279520/Setting%20up%20a%20task"
format: markdown
---
This section describes the process of setting up new tasks.

---


**To access Task Maintenance, select** <span style="color: #ff0000">**System Management > Task Centre > Task Maintenance**</span>.

To create a task, click **Create task** in the Actions menu.

The following screen opens:

![image](media://2e85c486-e197-4d82-bba3-09800b257219)

# General settings

The General Settings allow you to define overall settings for the task:

|  |  |
| --- | --- |
| **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 "Supply a Copy notification" - this is helpful when viewing the list of tasks |
| **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:

![image](media://04dc6eed-5c50-442b-b007-186de30c1a7e)

### Task Type

From the drop-down list select the type of task from the three options:

- Export data
- Notifications
- Data maintenance

### Task

A second drop-down list then appears, with options that relate to the Task Type selected in the previous step.

These are:

|  |  |
| --- | --- |
| **Export data** | Loans activity |
| **Notifications** | Loan overdues |
|  | Submitted Supply a Copy requests |
|  | Receipt notifications |
|  | New submissions |
|  | Approved submissions |
|  | Rejected submissions |
|  | Request Confirmation Notification |
|  | Submission Confirmation |
| **Data maintenance** | Complete expired catalogue requests |
|  | Move copy routing to history |
|  | User synchronisation |
|  | Clean up user(s) search |
|  | Clean files storage |
|  | Catalogues Import |
|  | Renew ongoing subscriptions |
|  | Synchronise search keywords |


Select the task appropriate to what you are defining.

Tasks specific to particular areas of the application are described separately:

- [Overdues](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279116)
- [Request Confirmation notifications](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279568) - emails to users to confirm that their request has been received
- [Supply a Copy notifications](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278885) - emails to the Library for a Supply a Copy request
- [Submission notifications](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279512) - emails to the Library when a record is submitted, and emails to users advising them of the outcome of their submission

### Office selection

You will now see the office selections:

![image](media://7daa28be-78e2-4d5d-9151-6a9f23d7d2ac)

Select which office this task is to apply to, by selecting from the drop-down list.

Depending on the task, you may also need to select the template which is to be applied: click **Select template** in the Actions menu.

The following selection screen appears:

![image](media://43a98588-cadf-47ad-b9d1-e07828817c5d)

Select the correct template by ticking the box and then clicking **Select template** in the Actions menu.

Alternatively, you can [create a new template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277970) here if you have not already done so, by clicking **Create new template** in the Actions menu.

Either way, you are returned to the main screen, with the template name displayed:

![image](media://fc59a1e0-cb21-44c1-a1fe-4b782a2edde6)

# Export settings

Next click on the Export settings tab. These may not be relevant to some tasks. The following screen displays:

![image](media://7a3cd18c-bfb7-46fc-b646-f0521d612533)

Select the following options, which are generally predefined according to the task:

|  |  |
| --- | --- |
| **Standard** | Soutron or RIS (EndNote) |
| **Report Format** | HTML, CSV, etc |
| **Receive Method** | Mail, File |
| **Report File Name** | Enter a name, such as "Supply a Copy notification" |
| **Report Compression** | Leave the compression as "None" |
| **Email data delivery method** | This is predefined as "Include data as attachment" |
| **Mail To:** | This is automatically generated by the task and should therefore be ignored |
| **Mail CC:** | Enter the email address of the person to whom overdue emails should be CC'd |
| **Mail BCC:** | Enter the email address of the person to whom overdue emails should be BCC'd |
| **Mail Subject:** | Enter a subject, such as "Supply a Copy notification" |


# Finishing the process

Finally, you need to set up the schedule for the task: click on the [Scheduler Settings](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279506) tab.