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Repeating Jobs
Repeating Jobs

Recurrence, Repeat, Recur, Schedule, Auto-generate, Due Date, Magic Job

Beatty W avatar
Written by Beatty W
Updated over a week ago

IMPORTANT: Please read below best practice regarding end of month jobs

What is a repeating job?

A repeating job is a job which has been set to repeat on a selected schedule of daily, weekly, bi-weekly, monthly, quarterly, yearly, etc. Each repeating job will have a Magic Job in the series. The magic job is ALWAYS the furthest out date in the repeating series.

Quick Tip: You can quickly tell if a job is part of a repeating job series if it has this bracket with 3 dots [...]. Click the bracket on a specific job if you want to filter to just that job series!

What is a Magic Job?

The Magic Job is the job that you need to edit in order for changes to repeat into the future.

How can you tell which job is a Magic Job?

It is indicated as such on the jobs list by the sparkle emoji ✨ in front of the job name and inside the job with a banner: “✨ Magic job: all edits to this job carry into future recurring jobs.”

How does a job repeat?

There are three main points to note about how jobs repeat/recreate themselves.

  1. When you create a new job and set it to repeat, after 10 minutes, the system will create the next 3 months of work in this series. This way, you can have capacity planning capabilities and see workloads out into the future!

  2. Every night our system will check that all your repeating jobs have a 3-months span of jobs created in the system and will create new jobs if there isn’t. This is how you can get jobs to repopulate to reflect changes - for more information on this see how to edit a repeating job series.

  3. Jobs with a repeat schedule greater than 3 months (think jobs that repeat bi annually or annually like 1040s or Year End Closes) will only repeat when the active job is either completed or becomes overdue.

Creating a new job repeating job:

When you create a new job that repeats, the new job will be your Magic Job. After 10 minutes, the system will create future jobs in the series for the next 3 months. Once the jobs in the series have been created, the job with the furthest out due date will become the Magic Job. Depending on the repeat schedule and due date of the job you created, the Magic Job could still be the initial job you created. This is typically only with annual or biannual jobs (see number 3 in 'How does a job repeat?' for more information!)

Editing a repeating job using the Magic Job:

  1. If you have a repeating job and you delete the Magic Job, the job with the furthest out due date in the series will automatically become the Magic Job.

  2. If you delete all future jobs in a series, leaving only the current job, the current job becomes the Magic Job.

  3. You can then edit the Magic Job - which is now the current job/the job with the sparkle emoji ✨ - any way you want and those edits will carry forward into the future. Overnight, the future jobs will appear with the new changes/edits you made. The new Magic Job will go back to being the furthest out job in the series. See number 2 in 'How does a job repeat?' for more information!)

Important Tip:

If a job is set to repeat on a specific day of the month that might not exist every month (example: the 31st), that job will only be repeated on months that have a 31st day.

Best Practice: Use "Monthly on the last day of the month" under Repeat Schedule.

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