Configure Schedule Records

Learn how to create Schedules in your Vault.

About Schedules

To simplify managing recurring PVA obligations, Vault SafetyDocs offers automated PVA scheduling, supporting on-time reporting and reducing manual workload. When users create Scheduled-type PVA Obligation records, they populate the Schedule field with a specific Schedule record that defines when and how often Vault creates PVA Activity records and report documents for the PVA Obligation record.

Standard Schedule Records

Vault includes the following standard Schedule records:

  • Bi-Annually: Every two (2) years
  • Annually: Every one (1) year
  • Semi-Annually: Every six (6) months
  • Quarterly: Every three (3) months
  • Monthly: Every one (1) month
  • Weekly: Every seven (7) days
  • Daily: Every one (1) day
  • DSUR: Follows a DSUR schedule of every year
  • PADER: Follows a PADER schedule of every three (3) months for the first three (3) years, then once a year thereafter
  • PBRER: Follows a PBRER schedule of every six (6) months for the first two (2) years, then once a year thereafter

Schedules and Schedule Components

Each Schedule record contains the schedule’s name, description, and links to the child Schedule Component records that define its frequency, duration, repetitions, and the order in which Vault runs them.

A Schedule with a single Schedule Component runs according to that single Schedule Component’s frequency, duration, and repetitions. When a Schedule contains multiple Schedule Components, Vault runs the Schedule Components based on their Order field values. This means Vault first runs the Schedule Component with an Order field value of 1 until its full cycle is complete, as defined by its Periodicity and Number of Repeats values. Then, Vault runs the Schedule Component with an Order field value of 2 until its full cycle is complete, and so on.

Example Schedule with a Single Schedule Component

The Bi-Annually Schedule record, which repeats every two (2) years without an end, consists of a single Schedule Component record with the following field values:

  • Number of Repeats is 0: This Schedule Component repeats indefinitely.
  • Order is 1: As this is the only Schedule Component defined for the Schedule, this value doesn’t impact its functionality.
  • Periodicity (Unit) is Years: This Schedule Component runs every x years, where x is equal to the Periodicity (Value) field value.
  • Periodicity (Value) is 2: This Schedule Component runs every two (2) years, as defined by both this field and the Periodicity (Unit) field value.

Example Schedule with Multiple Schedule Components

The PBRER Schedule record consists of two (2) Schedule Component records, which allow Vault to run the schedule every six (6) months for the first two (2) years, then once a year thereafter. Its first Schedule Component record, which runs every six (6) months for the first two (2) years, contains the following field values:

  • Number of Repeats is 4: This Schedule Component repeats four (4) times, at the intervals specified in the Periodicity fields. As the Periodicity field values define a repeating interval of every six (6) months, this means Vault runs this Schedule Component for two (2) years.
  • Order is 1: When looking at all of the Schedule Component records on the Schedule, Vault runs this Schedule Component first.
  • Periodicity (Unit) is Months: This Schedule Component runs every x months, where x is equal to the Periodicity (Value) field value.
  • Periodicity (Value) is 6: This Schedule Component runs every six (6) months, as defined by both this field and the Periodicity (Unit) field value.

Its second Schedule Component record, which runs once a year indefinitely after the first Schedule Component has reached its end, contains the following field values:

  • Number of Repeats is 0: This Schedule Component repeats indefinitely.
  • Order is 2: When looking at all of the Schedule Component records on the Schedule, Vault runs this Schedule Component second.
  • Periodicity (Unit) is Years: This Schedule Component runs every x years, where x is equal to the Periodicity (Value) field value.
  • Periodicity (Value) is 1: This Schedule Component runs every one (1) year, as defined by both this field and the Periodicity (Unit) field value.

Prerequisites

To create Schedules, your Admin must enable PVA Scheduling.

Create Custom Schedules

To create a Schedule record, you must:

  • Create the parent Schedule record
  • Create one (1) or more child Schedule Component records to define how Vault runs the Schedule

Create Schedule Records

To create a Schedule record:

  1. Navigate to Business Admin > Objects > Schedules.
  2. Select Create.
  3. In the Name field, enter a descriptive name for your Schedule.
  4. Select Save.

Create Schedule Component Records

To create a Schedule Component record:

  1. From the Components section of your Schedule record, select Create.
  2. In the dialog that appears, populate the following fields, then select Save:
Field Description
Number of Repeats Enter a number between 0 and 100.
This is the number of times this component will repeat in the schedule. Entering 0 allows the component to repeat indefinitely.
Order Enter a number between one (1) and 25.
For Schedule records with multiple Schedule Components, this number determines the order in which Vault runs the Schedule Components.
Periodicity (Unit) Select a unit from the picklist:
  • Days
  • Weeks
  • Months
  • Years
In combination with the Periodicity (Value) field, this determines the period of time between each repeat.
Periodicity (Value) Enter a number between one (1) and 365.
In combination with the Periodicity (Unit) field, this determines the number of time units between each repeat.