Automation
Automation helps Admins find operational exceptions, measure team capacity, use SOP templates, create recurring jobs, and run automatic policies. Each section has a different impact; the Handled, Apply, Save, and Run now buttons must not be treated as the same thing.
Vasco Automation does not replace the supervisor's judgment. The system collects issues and gives suggestions based on jobs, capacity hours, and active workload. Admins still check the context before marking an issue handled, applying assignments, or turning on automatic job creation.
Before you start
Have this ready
- Make sure the account has Project Management access and permission to manage Automation.
- Clean up project managers, active assignments, task deadlines, and daily reports so suggestions use the right data.
- Decide who may change the company's capacity and automation policies.
- Prepare the one-line SOP format if you will create a job template.
Done when
- Important exceptions are opened at the source or deliberately postponed.
- Each staff member's weekly capacity and active task limit reflect reality.
- Templates and recurring jobs have the right schedule and owner.
- Automatic policies are on only for actions the company has approved.
Know the four Automation areas
| Area | Function | Impact of actions |
|---|---|---|
| Action center | Groups issues from jobs, reports, quality, safety (K3), stock, assets, purchasing, and approvals | Open goes to the source; Tomorrow postpones 24 hours; Handled hides the current occurrence |
| Capacity & dispatch | Compares scheduled hours, available hours, active tasks, and staff limits | Apply suggestions can change the person in charge of many tasks |
| Templates & SOP | Saves job patterns and steps/checklists | Create job creates a new project, tasks, and checklist |
| Recurring jobs | Creates jobs on a daily, weekly, or monthly frequency | The next schedule is processed by automation |
Handled is not a fix at the source
Tapping Handled only closes the current exception. If the cause is still there—for example a task is still late—the exception can come back in the next run.
Opening the page only reads data
Check the policies that are already saved. Run now processes recurring jobs or assignments that are turned on; check the results before running again.
Run Automation from issue to policy
- 1
Review the Action center
Start with Critical and High priority. Read the type, source, and context of the exception before choosing an action.
Result: The riskiest issues are checked first.To cancel / undo: Choose Tomorrow if the action really has to be postponed 24 hours. Don't use Handled just to clear the list.If something goes wrong: If the list is empty even though you know there is a problem, open the source directly and check whether the data/deadline has been saved. - 2
Open the source of the issue
Choose Open so the correction is made on the task, report, stock, asset, purchase, or approval that raised the issue.
Result: The fix happens on the source record, not only in the exception list.To cancel / undo: Go back without saving if the source turns out to be correct. The exception stays available. - 3
Set staff capacity
Enter hours per week 1–168, active task limit 1–500, and whether the staff member is eligible to receive dispatch. Match it to the contract and actual conditions.
Result: The workload calculation and assignee suggestions use the new limits.To cancel / undo: Close the settings before Save. If a wrong value is already saved, open it again and restore the value. - 4
Check, then apply dispatch suggestions
Check the project, task, suggested staff member, active workload, and available hours. Apply only the suggestions that make sense, as a single batch.
Result: Eligible tasks get the suggested assignee.To cancel / undo: Cancel before applying. After applying, change the assignee of each task at its source; don't repeat the batch to try to reverse it. - 5
Create an SOP template
Enter the name, job type, a standard duration of at least one day, then one step per line in the format Title | day offset | duration | priority | checklist separated by semicolons.
Result: The template is saved so you can create consistent job structures.To cancel / undo: Choose Cancel before Save. The screen currently doesn't show edit/delete for templates; if you get it wrong after saving, don't keep creating duplicates—contact the admin. - 6
Create a job from a template
Choose a template, enter the name and start date; client, location, manager, budget, and assignee are optional. Check the summary before creating.
Result: The new job, tasks, and checklist are created with an anti-duplicate key.To cancel / undo: Close before Create job. Once it's created, correct the project and tasks at their source; delete only if it's truly empty. - 7
Set up a recurring job
Enter the name/title, first date, frequency, interval, and end date if there is one. Link the right project, area, client, location, or assignee.
Result: The recurring schedule is ready to be processed by automation.To cancel / undo: Cancel before Save. The screen currently doesn't offer edit/deactivate for saved rules; ask the admin to stop a wrong rule. - 8
Save the policy, then Run now
Set job automation, auto-assign, the daily report requirement, a grace period of 0–30 days, a dispatch window of 0–30 days, and capacity defaults. Save, then run if needed.
Result: Vasco shows the number of jobs and assignments processed.To cancel / undo: Turn off the toggle and Save for future use. Objects that were already created stay and must be corrected at their source.
What each action means and its limits
| Action/status | Meaning | Does not mean |
|---|---|---|
| Tomorrow | The exception is postponed about 24 hours | Issue resolved |
| Handled | The current occurrence is considered reviewed | The data source changes or the cause goes away |
| Not eligible for dispatch | The staff member is not picked by automatic suggestions | The staff member is deactivated or their old tasks are moved |
| Auto-assign off | Automation does not set new assignees | Capacity suggestions and old assignments are removed |
| Run now | Processes rules that are due up to today | All issues are fixed automatically |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Dialog not saved | Choose Cancel/close | No new rules or settings |
| Exception already marked Handled | Fix/open the source manually; wait for the next evaluation | The action history stays recorded and the issue can come back |
| Dispatch suggestion applied by mistake | Change the assignee on each task | The old batch does not become an automatic undo |
| Wrong automatic policy | Turn off the option, then Save | Jobs that were already created are not lost |
| Wrong template or recurring schedule | Stop using it and contact the admin because the screen doesn't offer edit/delete yet | Objects that were already created still have to be handled at their source |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Menu not available | The module or account permission doesn't match | Ask the admin to check the subscription and the account's role |
| No assignee suggestion | Capacity not filled in, all staff are ineligible, or workload exceeds the limit | Check weekly hours, max active tasks, projects, and active assignments |
| Template rejected | The name is empty or the step format produces no items | Enter at least one step and check the | and ; separators |
| Recurring rule creates duplicate objects | Re-created as a new rule or old source data isn't visible yet | Stop creating new ones, note the schedule/name, and ask the admin to check the rule and idempotency |
| Exceptions keep coming back | The source cause hasn't been fixed | Open the source, correct the data/deadline/status, then run again |
Questions and answers
Does Vasco automatically choose the best person?
Vasco gives suggestions based on the project, task workload, capacity hours, and eligibility. The supervisor still checks skills, location, permits, and field conditions.
What is the difference between Tomorrow and Handled?
Tomorrow postpones the exception about 24 hours. Handled closes the current occurrence; neither fixes the source.
Can a template be edited after it's saved?
The Automation screen currently doesn't show edit or delete for templates. Check before saving and ask the admin to deal with a wrong template.
Does turning off automation delete jobs that were already created?
No. The toggle affects the next runs. Jobs that were already created stay as ordinary records.
Why shouldn't auto-assign be turned on right away?
Because the results depend on the quality of your capacity, project, and active task data. Test the suggestions manually first before allowing automatic changes.