Who is this article for?

Administrators who manage scheduled tasks.

Scheduled Tasks Administration permissions are required.

Scheduled tasks and email actions allow for useful automation around things you need users to complete.

This article shows you where you can force trigger the indexing of changes made to the scheduled tasks immediately.

1. Triggering task indexing

To trigger immediate indexing of changes:

1. Go to Administration.
2. Select Scheduled Tasks.
3. Find Document and Workflow Indexer in the list of scheduled tasks.
4. Click Edit.
5. Change the Next Execution Date to a date/time in the past.

6. Click Save.

Important: This is specific to actions related to workflow indexer. Ideagen hosted users will not have the option to edit this; however, on-premises users are permitted to make edits.

The system will recognize the past date and execute the task immediately.

Important: This method is only for the Document and Workflow Indexer task. New or updated documents and workflows will appear in search results after indexing is complete. You need Scheduled Tasks Administration permissions to see the Scheduled Tasks option.

2. Triggering email action indexing

Email actions notify users about workflow events and do not need a Triggered by List field. This field is optional and used only for conditional recipient selection based on a list-type custom field.

Standard email actions require only:

• Module (Document, Workflow, etc.)
• Trigger (e.g., Assigned to Users)
• Recipients
• Subject and body

Example:

Dropdown field: Department

• If “HR” → Email goes to HR Manager
• If “Finance” → Email goes to Finance Manager

Further reading

• Managing scheduled tasks