FAQ: Wave and Task Orchestration Frequently Asked Questions

1. Why does a wave show as “Complete” even though some users haven’t scheduled yet?

A wave’s status is determined by the completion of its associated tasks. When all currently scheduled tasks within a wave are completed, the wave status updates to “Complete.” If some users have not yet scheduled their tasks, the wave may still show as “Complete” because it only accounts for tasks that have been created and scheduled. Users who haven’t scheduled yet can still do so, and their tasks will be created and added to the wave accordingly.

2. Will users who haven’t scheduled yet still be able to schedule and proceed through the orchestration?

Yes, users who have not yet scheduled can still schedule their tasks. When they do, new tasks will be created for them, and the orchestration will proceed as normal. The wave status being “Complete” does not prevent unscheduled users from scheduling and participating in the process.

3. How is the wave status determined?

The wave status is determined based on the completion of tasks associated with it. Specifically, it calculates the number of tasks that have been completed versus the total number of tasks that have been scheduled within the wave. Once all scheduled tasks are completed, the wave status updates to “Complete.”

4. How do tasks affect the wave status?

Tasks are essentially a checklist within a wave, representing individual actions that need to be completed. The wave status monitors these tasks, and as each one is completed, it updates the progress of the wave. When all scheduled tasks are completed, the wave status reflects this by marking the wave as “Complete,” even if there are users who have yet to schedule and thus have no tasks created yet.

5. How are TCOMMs (communications) triggered and sent to users?

TCOMMs are triggered based on predefined conditions set within the wave, typically using parameters like “T days” and “T hours,” which represent time offsets from the wave’s start date. For example, a TCOMM might be set to send to users a certain number of days before or after the wave’s start date. The system sends these communications automatically when the specified time conditions are met.

6. What happens if a user deletes or misses the initial TCOMM email?

If a user deletes or misses the initial TCOMM email, the system does not automatically resend it, especially if the time window for sending that communication has passed. This is to prevent users from receiving duplicate or outdated messages. The user may not receive the initial instructions or information unless additional steps are taken.

7. How can I resend the TCOMM to a specific user?

To resend the TCOMM to a specific user, it’s recommended to add them to a new wave with future dates. Set up the TCOMM template for this new wave, ensuring the timing conditions are met for when the communications should be sent. This way, the user will receive the TCOMM as part of the new wave’s schedule without affecting the other users in the original wave.

8. Can I add a user to an existing wave and have them receive the TCOMM?

While you can add a user to an existing wave, they may not receive the TCOMM if the time window for sending that communication has already passed. Additionally, attempting to resend the TCOMM in the existing wave might result in all users receiving duplicate communications, which can cause confusion. It’s generally better to add the user to a new wave to ensure they receive the TCOMM appropriately.

9. What happens if I add a new TCOMM to an existing wave?

Adding a new TCOMM to an existing wave and setting it to send at a certain offset may result in all users in that wave receiving the new communication, not just the intended user. This can lead to confusion among users who have already received communications or completed their tasks. Therefore, it’s not recommended to add new TCOMMs to an existing wave for individual users.

10. What is the best way to handle users who missed the initial wave or communications?

The best practice is to remove the users from the current wave and add them to a new wave with appropriate future dates. Set up the necessary TCOMM templates for the new wave so that communications are sent at the correct times. This approach ensures that the users receive all the necessary information without disrupting the existing process for other users.

11. How should I manage stragglers in the wave process?

Stragglers—users who missed the initial wave or did not complete their tasks—should be managed by creating new waves specifically for them. By setting up new waves, you can control the scheduling, communications, and orchestration for these users without affecting the rest of the process. This method helps maintain organization and ensures all users receive the appropriate guidance.

12. How can I set up a new wave for users who need to be resent communications?

To set up a new wave for these users, follow these steps:

1. Remove the users from the original wave.
2. Create a new wave with a start date that aligns with when you want the process to begin for them.
3. Attach the necessary TCOMM templates to the new wave, ensuring that the timing conditions (T days, T hours) are set appropriately.
4. Add the users and their assets to the new wave.
5. The system will then handle sending communications and orchestrating tasks based on the new wave’s schedule.

13. Why doesn’t the system send overdue TCOMMs?

The system is designed not to send overdue TCOMMs to prevent users from receiving outdated or duplicate communications. If the time window for a TCOMM has passed, the system assumes that the communication is no longer relevant. This helps maintain clarity and prevents confusion among users.

14. How can I ensure users receive TCOMMs at the correct time?

To ensure users receive TCOMMs at the correct time:

• Set up waves with accurate start dates and times.
• Configure the TCOMM templates with the correct timing offsets (T days, T hours) relative to the wave start date.
• Add users to the wave before the timing conditions for the TCOMMs are met.
• Monitor the wave and confirm that users are receiving communications as expected.
• For any users added after the initial communications have been sent, consider creating a new wave to ensure they receive the TCOMMs at the correct times.

15. How do T days and T hours work in triggering TCOMMs?

T days and T hours are parameters used to schedule TCOMMs relative to the wave’s start date and time. T days represents the number of days offset from the wave’s start date, and T hours represents the number of hours. For example, a TCOMM with T days set to -1 would be sent one day before the wave’s start date. These parameters help automate the timing of communications to users.

16. What are the best practices for using tasks within a wave?

Best practices for using tasks within a wave include:

• Ensuring that all tasks are properly associated with the correct assets and users.
• Monitoring task completion to track the progress of the wave.
• Understanding that the wave status is based on the completion of scheduled tasks.
• Avoiding modifications that might disrupt the workflow, such as adding tasks after the wave is underway.

17. How do tasks relate to users scheduling?

Tasks are created when users schedule their activities. Each scheduled activity generates a task that needs to be completed. The completion of these tasks contributes to the overall progress and status of the wave. Users who have not yet scheduled will not have tasks created for them until they do so.

18. How does the system handle users who are on leave or unavailable?

Users who are on leave or unavailable can be managed by excluding them from the current wave and including them in a future wave when they are available. This approach allows the process to continue smoothly without being delayed by unavailable users. Communications and tasks can be scheduled appropriately in the new wave when they return.

19. Can I use the same wave for users who are on different schedules?

While it’s technically possible, it’s not recommended to use the same wave for users on significantly different schedules, as it can complicate task management and communication timing. It’s better to group users with similar availability into the same wave to ensure consistent scheduling and communication.

20. Is there a way to avoid resending TCOMMs to all users in a wave when adding new communications?

Yes. To avoid resending TCOMMs to all users, avoid adding new TCOMMs to an existing wave with users who have already received communications. Instead, create a new wave for the users who need the new communications. This ensures only the intended users receive the communications, preventing confusion among other users.

21. Why is it not recommended to modify the process by adding new TCOMMs to an existing wave?

Modifying an existing wave by adding new TCOMMs can result in all users in that wave receiving additional communications, which they may have already received or no longer need. This can cause confusion and disrupt the workflow. It’s better to manage changes by creating new waves for specific users who require different communications or scheduling.

22. How can I monitor and confirm that users are receiving TCOMMs as expected?

To monitor and confirm that users are receiving TCOMMs:

• Check the communication logs or reports within the system to see the status of sent TCOMMs.
• Verify that the timing parameters (T days, T hours) are correctly set relative to the wave’s start date.
• Ensure that users are added to the wave before the TCOMM timing conditions are met.
• Communicate with users to confirm receipt if necessary.

23. What should I do if a user schedules after the TCOMM has already been sent to others?

If a user schedules after the initial TCOMM has been sent and misses the communication, consider:

• Adding the user to a new wave with appropriate TCOMM timing.
• Manually sending the necessary information to the user, if appropriate.
• Ensuring future users are added to waves before communications are scheduled to be sent.

24. Can I customize the TCOMM templates for different waves or user groups?

Yes, you can customize TCOMM templates for different waves or user groups. This allows you to tailor communications to specific audiences, schedules, or processes. When setting up a new wave, you can attach the appropriate TCOMM templates that meet the needs of that particular group.

25. How do I prevent confusion among users when managing multiple waves and communications?

To prevent confusion:

• Clearly define the schedule and communication plan for each wave.
• Ensure users are only included in one wave at a time, unless necessary.
• Avoid making changes to waves that affect all users without proper communication.
• Use consistent messaging in TCOMMs to avoid misunderstandings.

26. Is it possible to automate the process of handling stragglers or users who miss initial communications?

While some aspects can be automated, managing stragglers often requires manual intervention to ensure they receive the necessary communications and scheduling. Setting up separate waves for these users can streamline the process, but monitoring and adjustments may still be needed to accommodate their specific circumstances.

27. How can I optimize the scheduling process to reduce the number of stragglers?

To optimize the scheduling process:

• Provide clear instructions and deadlines in initial communications.
• Send reminders to users who have not scheduled as the deadline approaches.
• Monitor scheduling progress and reach out to users who may need assistance.
• Consider the availability and potential conflicts users might have when planning waves.

28. What role does the wave start date play in task and TCOMM scheduling?

The wave start date is a critical reference point for both task creation and TCOMM scheduling. Timing parameters like T days and T hours are calculated relative to this date. Accurate wave start dates ensure that tasks are generated and communications are sent at the appropriate times.

29. Can I adjust the wave start date after the wave has been created?

Adjusting the wave start date after creation is not recommended, as it can disrupt the timing of tasks and communications. If changes are necessary, it may be better to create a new wave with the desired start date and transfer users to the new wave to maintain proper scheduling.

30. How does the system handle duplicate tasks or communications if a user is added to multiple waves?

If a user is added to multiple waves, the system may generate duplicate tasks or communications for that user, which can lead to confusion. To prevent this, ensure that each user is assigned to only one wave at a time unless there is a specific need for multiple assignments, and manage communications carefully to avoid overlap.