Auto-Instance automatically creates an instance on a schedule. Typically a new instance is created manually. After the class is created, people need to be in-processed, either from existing instances or from external sources, but some configured items do not carry forward (such as calendar events, team assignments, 360 relationships, etc). The Auto-Instance feature uses the current instance’s template to automate creating the new Instance (instead of using the Module template; in most cases this is probably the preferred method, since the Module can become out of date as items change).

 

The first step in configuring Auto-Instance is to enable it, then determine who and what to transfer (Transfer Options), and when to do so as well as when to notify appropriate administrators (Configuration Details).

 

Transfer Options

The first section covers who and what to transfer into the new instance.

 

  • Transfer people from the following roles … Select one or more Roles. Leave blank to transfer all.
  • Transfer people with the following statuses … Select one or more Statuses. For example, you may want to omit graduates.
  • Items to transfer … By default, these are all selected. You can deselect People in order to simply create a new Instance using the current Instance’s template.
  • Copy descriptive information for the following items (optional) … You can select certain descriptives to be copied into the new instance. This will override any auto-fill settings that may exist for the descriptive. This is designed for descriptives that don’t change instance to instance, such as ‘Hometown’ or ‘Marital Status’.

 

Configuration Details

These settings are used to determine the start date and name for the new Instance.

 

  • How many months does a typical Instance last? … The options are 1 to 18.
  • When will the next Instance start? … Select the date to create the new Instance. The typical instance duration question is used to determine the next Instance start date when a new Instance is created. (This subsequent date is only a proposal which can be changed and verified.) For example, if the next instance is slated to start 1/1/2022, and the length is set to 4 months, the proposed next instance start date would be 5/1/2022.  If the instance date actually becomes 5/2/2022, the next date after that would be 9/2/2022.
  • Use the pre-sets or create your own formula for generating Instance names … Instance names typically follow a certain pattern or format. There are several presets available to use as well as individual parts that can be combined in unique ways. The result will be displayed by ‘Next Instance Name’ at the bottom.
    • Presets include:
      • [YYYY] Year (ex. 2020)
      • [YY]-[YC00] 2 digit year + Year Counter, (ex. 19-03, 20-01)
      • [OC] Overall Counter (ex. 301, 302, 303)
      • [OC0000] Overall Counter (ex. 0301, 0302, 0303)
      • Available Fields
      • [YYYY] Year, 4 digits
      • [YY] Year, 2 digits
    • The next settings are only used if the pre-set name format above references the overall or year counter.
      • Overall Counter … This will increment indefinitely.
      • Year Counter … This resets to 0 each year.
      • Counter Interval … Determines how the next value is calculated.
    • Additionally, you can enter static text and create any number of custom naming patterns, like:
      • A&S [OC] = A&S 301
      • Class [YC] of [YYYY] = Class 1 of 2020
      • Football ‘[YY] = Football ‘20
  • Enable notifications … You can enable notifications and get a notice of when this will occur and you’ll have the opportunity to adjust the date based on your organization’s schedule.
    • The notifications will be sent to all Overlords, Overseers and Proctors for the Module and current Instance.
    • You can specify the number of days before the Instance will be created to send out the notifications.
    • Additionally you can specify whether someone has to confirm the settings or not. When confirmation is required, the Instance will not be created until someone opens the link from the notification and clicks “Confirm Settings”.

 

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Version(s): GideonSoft 2020 Release 3 and later