Enabling the Recurrence System Event

The system event Recurrence - Record Creation must be configured so the system can generate records for all active recurrence templates.

• Navigate to Designer Events
• Open event Recurrence - Record Creation and set the Run Time - the system will execute this event daily at this specified time
• In the Settings tab, enter an email address in the To Address field. If any errors occur during the execution of this event, a notification will be sent to the specified address.

Recurrence Record Generation Logic

For each active recurrence template:

• The system checks whether the Next Creation Date is on or before the current system date. The Next Creation Date is set when the first record in the series is generated and is calculated based on the Frequency and Create Before Days setting defined in the recurrence template.
• The system creates one new record for the next immediate occurrence only. It does not generate all future occurrences at once.
  • When the new record is generated, the Due Date (defined in the Component Management) is set according to the recurrence schedule.
  • The Created Date (also defined in Component Management) for the record is set to the current system date when it is created.
  • The system will fire all system actions and Analytics rules (where defined) for this newly generated record.
• The system then increments the Next Creation Date for the template in accordance with the defined recurrence settings.

Once the template reaches its end - either when the End Date is reached or the configured number of occurrences has been completed - the system updates the template Status to Ended and clears the Next Creation Date.

Recurrence Master Record

As part of the recurrence process, the system uses a concept of a Recurrence Master Record. This approach ensures that system always maintains the most up-to-date template values for generating future records in the recurrence schedule.

The purpose of the recurrence master record is to show placeholders and upcoming records on calendars that are based off component filters.

When the first record in a recurrence series is generated, it is automatically marked as the Recurrence Master Record. This record behaves like a normal record that users can view, edit and work with the system.

When the next record in the series is generated, the system designates that new record as the Recurrence Master Record. At any given time, only one record in a recurrence series can be the Recurrence Master Record.

Editing a Recurrence Master Record

If a user updates any field values that are defined in the recurrence template on the Recurrence Master Record, the system will prompt the user with the follow options:

• Edit this record only
  Saves the changes to the current record. The system will then generate the next record in the series, which will become the new Recurrence Master Record.
• Edit this and all future instances
  Saves the changes to the current record and updates the recurrence template so that all future records generated in the series will include the updated values.
• Cancel
  Exits without saving any changes

Deleting a Recurrence Master Record

If a user attempts to delete a record that is tagged as the Recurrence Master Record, the system will prompt the user with a deletion warning message. If the user clicks on the Confirm option, the system will delete the current record and generate the next record in the series which will be tagged as the Recurrence Master Record.

Clicking on the Cancel option will direct the user back to the record.

NOTE

• For a record that is identified as the Recurrence Master Record, it will have the IsRecurrenceTemplate field value set to Yes. This field can be added to the list views using Advanced View.
• For a record identified as the Recurrence Master Record, that is accessed via Roam, any fields that are defined in the Recurrence Template appears as Read-only.
• If a user attempts to update records that are tagged as Recurrence Master Record via Bulk Update, Imports or Rest API, the system will prevent the update. Updates performed via Analytics Rules are executed directly at the database level. These updates bypass form/system validations and will update the Recurrence Master Record directly.

Click here for information on how to setup a Calendar Dashboard which also includes instructions on setting up Recurrence Filters.