Dynamic Recurrence for Tasks (beta)

Overview

The Dynamic Recurrence Based on Last Completion Date feature allows tasks to repeat based on each user’s last completion date, rather than a fixed calendar deadline. This provides more flexibility in scheduling recurring tasks, ensuring that each user’s timeline is personalised and learners are always up to date with regular compliance training.

How it Works

For Recurring Tasks, you will now have two recurrence options:

1. Fixed rule, meaning tasks will repeat on the same date for all users (e.g., a GDPR compliance task due every 31st December).

2. Dynamic (last content completion date), meaning the next occurrence will be due based on when an employee last completed the task.

Example Scenario

• A company sets up an annual GDPR training task with a deadline of 31st December and a 30-day task open period.

• Employee #1 completes the task early on 1st October.

• Employee #2 completes it later on 15th December.

• With fixed recurrence, both users would receive the next task with a deadline of the 31st December the following year, re-issued 30 days before.

• With dynamic recurrence, tasks will recur on an personalized schedule for each user:

  • Employee #1’s next task will be re-issued on the 1st September next year, with a deadline of 1st October next year (12 months from their last completion date).

  • Employee #2’s task will be re-issued on the 15th November next year, with a deadline of 15th December next year (12 months from their last completion date).

Setting Up Dynamic Recurrence

Step 1: Create a Recurring task and select dynamic recurrence

1. Select Add New → Task → Recurring Task from the top bar in the navigation menu (or “Add task to complete” directly from the specific content)

2. Follow the instructions in the task creation flow, and make sure to complete all information on Steps 1, 2 and 3.

3. Go to Step 4, Recurrence Rules.

4. Choose Dynamic (last content completion date) option.

Step 2: Define Recurrence Interval

1. Select one of the predefined intervals (e.g., 7 days, 2 weeks, 3 months, 6 months, 12 months).

2. Or, set a custom recurrence interval using a combination of days, weeks, and months.

How Custom Recurrence Works (Additive Rule):

• The system adds up all values entered in the days, weeks, and months fields to determine the next recurrence.

• Example:

  • If you set 12 months and 1 week, but leave days blank, the next recurrence will happen 12 months + 1 week from the user's last completion date.

  • If you enter 6 months, 2 weeks, and 3 days, the task will recur 6 months + 2 weeks + 3 days after the last completion.

Step 3: Configure Additional Settings

• Re-issue task X days before deadline: Define how many days before the due date the task should be assigned (e.g., 90 days before the deadline).

• Recur only once (Optional): If checked, the task will not repeat after the next recurrence.

• If user previously completed this content, ignore the set dates from the previous step and use the recurrence interval selected above, starting from their last completion date. (Optional):

  • If enabled, users who have completed this content previously will have their recurrence start from their last completion date of the content.

  • If disabled, the initial set deadline in Step 3 will be used as a starting point.

Frequently Asked Questions (FAQs)