The Copy Assignments task is used to copy assignments from one term to another. When using the Copy Assignments task, consider that Patrons may be assigned for a full academic year. If so, it is not necessary to use this task to copy assignments from a Fall semester to the adjoined Spring semester.
Copy Assignments Task Considerations
It’s important to change the relevant dates in this task and to copy charge schedules (if charge schedules are used). For more information about assignments and charge schedules refer to the Patron > Assignments section.
Copy Assignments Task Settings
The Copy Assignments task contains the following settings:
•Patron Selection: Select one of the following options to provide a list of patrons for the Copy Assignments task process:
o Remote File Path: Enter the full directory path and file name (including extension) in the available field. For example:
c:/folder1/Patrons.txt
The imported file can be an ID List or a simple text file with only one record per line. The file must be stored on the Odyssey HMS/ResCenter server. It is not possible to import the file from a local workstation.
Notes: If a file path is defined for a scheduled task, the path is referenced each time the task runs. If the file’s data is updated (either manually edited or overwritten), the updated data will be used the next time the task is processed.
When creating or editing a task, ResCenter only verifies that the Remote File Path field is populated—not that the file exists—allowing a user to schedule a future task with a file that will be added later. If the file does not exist when the task runs, an error will be recorded in the Task History, and a failure email will be sent (if the task is configured with an email address).
o Advanced Find: Click the Advanced Find button to use the Patron Advanced Find function to search for and select patrons to process with this task.
Note: When configuring an Advanced Find filter, the Max items to return field is set to 1,000, by default. CBORD recommends users increase this value if there’s a possibility that more than 1,000 patrons could be returned for this task.
•Copy Assignments From: Select a date within the occupancy dates of the patron assignments.
•New Assignment Range: Set the Expected Start and Expected End dates for the new assignment. If necessary, select a term from the Use Term Dates menu to populate the term’s start and end dates as the New Assignment Range.
•New Move In Date: Set the move in, or Actual Start, date. If necessary, this field can be let blank and completed later . Use the Update Contract Dates task to set the Actual Start date for a group of patrons.
•New Expiration Date: To set copied assignments with a Preliminary status to expire on a certain date, select a New Expiration Date. When set, a Preliminary assignment will automatically be changed to Expired when the Process Contact Items task processes the assignment.
•New Status: Select the status for the copied assignment.
•Contract Item Note: If necessary, enter an optional note about the copied assignments.
•Additional options:
o Use Overflow If Needed: If enabled, the task will use the facility’s overflow capacity if one is defined for the facility.
o Copy Charge Schedules: If enabled, the old contract elements will be copied into the new contract elements—with the exception of Charge Lists (which have dates defined). A copy of confirmed/custom charge schedules is generated.
o Copy Date Signed: If enabled, the Date Signed field will be copied into the contract item.
o Only Copy Assignments That Are: If enabled, assignments will only be copied if they are in a particular state. Select one or more states from the left window and move them to the right window.