Creating and managing repeating requests

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Setting up a repeating request is just as easy as setting up a regular request. Just fill out the usual fields and specify a schedule.

A repeating request is really a template: you can fill out all the fields associated with regular requests, add attachments, assign to staff members, add followers, set due dates, etc. Tikkit will automatically create new requests based on the template, on whatever schedule you want.

Creating a repeating request

All repeating requests are grouped together in a single view. To create a new one:

  1. Click on the "Repeating" view in the left-hand sidebar. You'll find it under the heading "Scheduled."
  2. Click the "New repeating request" button in the upper right.
  3. Fill out the fields for the new repeating request and save it.

Setting a repeat schedule

Tikkit provides a flexible set of scheduling options for repeating requests. There are two types of schedules: calendar-based and activity-based.

Calendar-based scheduling

To create a calendar-based schedule, open up the scheduling form (it will open up automatically when you first create a repeating request). Make sure the "Set a calendar-based request" is selected.

You will see a description of the schedule in the following form:

Starting Wed, Oct 19, 2016 at 12:00 pm repeat every 1 month on the 19th.

Click on the underlined parts of this description to change them. The values you can set depend on the type of repeat cycle you want:

  1. Start date and time. This is the date that the first request in the series will be created. Series can start as far in the future as you want, but they can't start in the past.
  2. Time interval. The time interval is comprised of two separate values: a number and time unit. For example, if you want to perform a task every other week, choose "2 weeks" as the time interval. If you want a task to be performed once per quarter, choose "3 months" as the time interval.
  3. Day(s) of week. If you are using a weekly repeat cycle, you can choose the days of week that you want the request to be created on. For example, you can have a request be repeated every Monday, or every Tuesday and Thursday.
  4. Day of month. For requests repeating on a monthly cycle, the cycle is keyed off the start date. You can also choose whether to repeat on calendar date or day of week. For example, you can schedule a request for the 2nd of every month or for the first Tuesday of every month.

As you make changes to the schedule, Tikkit will show you a preview of the dates of the next three upcoming requests. (You can also choose to display 6 or 9 upcoming requests.) Use this preview to double-check your choices.

Be careful when scheduling requests at the very end of the month

If you choose a start date of, say, January 31 for a monthly repeating request, what happens in months that don't have 31 days? Depending on whether you choose a repeat cycle based on date or day of week, the cycle will change to, for example, the last day of the month or the last Tuesday of the month.

Advanced scheduling options

When setting up a repeat schedule, you can manage other aspects of repeating requests:

  1. Due date. Check the box to include a due date for each request in the series. You can configure the length of time between request creation and due date.
  2. Re-label previous open request. When requests are created automatically, they can sometimes pile up, with a new one created before the previous one is closed. To help manage this situation, you can create a special label (e.g., "cancelled") to be automatically applied to the previous request if it is still open when a new request is created.
  3. Close previous open request. You can also instruct Tikkit to automatically close the previous request in the series if it is still open when a new request is created.

Activity-based scheduling

Activity-based scheduling creates new requests based on user actions. In particular, when a request in a series is closed out, the next one in the series is automatically scheduled.

To create a calendar-based schedule, open up the schedule dialog (it will open up automatically when you first create a repeating request). Select "Create new request when previous request is closed".

You will see a description of the schedule in the following form:

Create on Wed, Oct 19, 2016 at 12:00 pm and repeat 1 month after previous request is closed

Click on the underlined parts of this description to change them:

  1. Start date and time. This is the date that the first request in the series will be created. Series can start as far in the future as you want, but they can't start in the past.
  2. Time interval. The time interval is comprised of two separate values: a number and time unit. For example, if you want the new request to be created two weeks after the previous one is closed, choose a value of "2 weeks."

Advanced scheduling options

Check the box to include a due date for each request in the series. You can configure the length of time between request creation and due date.

Managing schedules

You can update the schedule for a request at any time:

  1. Click on the "Repeating" view in the left-hand sidebar.
  2. Click on the request you want to edit.
  3. At the top of the request will be a description of the repeat schedule. Click on this to open up the scheduling form.

Learn more

Now that you know how to create repeating requests, learn how to use them to maximum benefit.

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