Scheduler

Dokio can schedule when a template goes live to users and also gets turned off for users. Whether it is a single template or a suite of multiple templates that needs to be active for a specific time period, they can all be managed easily by adding a schedule or schedules to them.

No more manual activation and deactivation of templates every time a new schedule starts and ends, Dokio can handle the hard work for you automatically. Simply set and forget!

How does a Scheduler work?

Each schedule you create can contain any number of templates and be set to go live to any number of user groups. Where it gets interesting, is that each schedule can then be set to go live on a particular date and time, and be turned off at any particular date or time. The date and time selected is universal and is respected by timezones set within your hub.

Within template settings, a template can be assigned to one or more schedules, and also (if required) assigned to regular user group/s. If this is the case, people in the assigned user group/s will see the template all the time, yet the users within the schedule will only see the template during the scheduled period.

Who can manage schedules?

Any user who has been granted permission to manage schedules in Access Levels. This would typically be an admin level user, but depending on how your hub is set up, this could be anyone. Generally, we would recommend if an access level that grants permission to upload templates, this might be the sort of user who could benefit from this feature.

The list of Schedules displays the current status of a schedule as well as their start and end dates, which can be easily sorted. At a glance this will help users, particularly those with many schedules on the go, understand where a schedule is at in its lifecycle.

How can I tell if a template is part of a schedule?

By clicking onto the Template settings, on the overview tab – within the ‘User Group’ section, there are settings for ‘Scheduler’ and ‘Schedules’. Respectively, each of these will give you an indication of:

Whether the template is set up to use schedules, and
Which schedule the template is part of

What happens when a schedule expires?

When a schedule reaches its end date/time, it simply gets hidden to users in relevant time zones. The status of templates contained within the schedule still remain active but are simply not visible to users. In fact, as long as a template has been flagged to use scheduler, the template will continue to use the schedule settings.

At any time, a template can be set to ‘Deleted’ in the template settings. Particularly if an admin wished to decommission a template and no longer have it available. This will only remove that template from any schedules that featured it. It will not disrupt any other templates within the schedule.

Importantly though, when a schedule does end, any outstanding drafts that haven’t been completed by templates within that schedule will be considered ‘expired’, and can no longer be exported. This is to protect the lifecycle of the schedule and ensure only the most current communications can be exported from Dokio.