The Automated Cron Messages screen is used to send the output of a query and/or a static message to a user or group of users. The recipients can be defined using a query, can be selected based on profile, or can be selected individually. The messages are sent at the scheduled days and times in Communication.
The scheduled job "Automated Emails" and "Communication Queue" must be enabled in Setup > Scheduled Jobs. The Automated Emails job will generate and send the message to the Communication Inbox for the user. It will also queue the message for email. When the Communication Queue scheduled job runs, it will send the automated cron message out as an email.
Upon creating the "Automated Emails" scheduled job, users have the option to mark the job as failed when there is an error on one or more emails by selecting the "Mark job as failed when errors" check box.
1. In the Setup menu, click Automated Cron Messages.
Any existing automated cron messages are listed.
2. In the blank row at the bottom of the screen, enter a Title, which will be the title of the message.
3. To display a custom subject line instead of the default "Focus System Message," enter the Subject Line.
Messages sent via Automated Cron Messages have the subject "Focus System Message," unless a Subject Line is entered.
4. To define the recipients of the message using a query, enter the query in the By Query field. The query should define recipients based on staff IDs, usernames, or email addresses.
5. To define the recipients of the message by profile, select the profile(s) in the By Profiles pull-down. One or multiple profiles can be selected.
6. To define the recipients of the message by individual user, select the user(s) in the Static Users pull-down. One or multiple users can be selected.
7. If you want to send a static message, enter the Message text.
8. Select Display Prior to Query to display the message above the query results if a query is used in the email content. If this is not selected, the message will display below the query results.
9. If you want to include the results of a query in the message, enter the Query.
Data in the Email Recipients query can be passed to the Email Content query. For example, the Email Content query can reference the user/staff ID from the Email Recipients query.
10. Select the Send Emails with 0 results check box if you would like to send a message to the recipients even when the query generates zero results.
11. Select the Weekdays check boxes to indicate the days the message should be sent.
12. Use the Time pull-downs to indicate the time when the message should be sent.
13. Select the Enabled check box to enable the message to be sent.
14. Click Save at the top of the screen.
1. In the Setup menu, click Automated Cron Messages.
2. Locate the message to edit in the list.
3. Make the desired changes to any of the fields.
The field turns yellow to indicate changes have been made.
4. Click Save at the top of the screen.
1. In the Setup menu, click Automated Cron Messages.
2. Locate the message to delete in the list.
3. Click the red minus sign to the left of the Title.
4. In the confirmation message, click OK.
The row is grayed out to indicate the row was deleted. You must click Save to complete deletion.
5. Click Save at the top of the screen.
Automated cron messages are received via the Inbox within the Communication module in version 12. You will receive a Portal alert when you receive a message.
1. On the Portal in the Alerts block, click the X New messages alert.
The Inbox tab of the Communication screen is displayed.
2. Click the message to view its contents. The district displays as the sender of the message.
