Scheduled Jobs

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Scheduled jobs are automated processes that may be executed on-demand or on a schedule. Workflows will automatically create their associated scheduled jobs.

Search for a scheduled job

  1. Expand the “Configuration” menu on the sidebar navigation.
  2. Select the “Scheduled Jobs” menu.
  3. Enter any text in the search box to locate scheduled jobs.

Add a new scheduled job

  1. Expand the “Configuration” menu on the sidebar navigation.
  2. Select the “Scheduled Jobs” menu.
  3. Select “Add” to add a scheduled job.
  4. Populate the fields.  Data fields with an asterisk (*) are required.
    • Type*: Enter the type of scheduled job. For some types, additional fields will appear below. Options include:
      • API Integration (Pull)
      • API Integration (Push)
      • Data Import
      • Document Analysis
      • Document Delivery
      • Form Analysis
      • Microsoft Graph: Directory Synchronization
      • Report Delivery
    • Name*: Enter the name of the scheduled job.
    • Priority*: Enter the run priority of this job as compared to other jobs scheduled to run at the same time.
    • Frequency*: How often the job will run. Based on the frequency selection, additional fields will expand to allow you to select the day/hour/minute that the job should run, along with the start and end dates.
    • Start Date*The earliest date when this job may run.
    • End DateThe latest date when this job may run.
    • TagsThe list of tags associated with this record.
    • CommentsAny comments you would like to store for this scheduled job.

Develop scheduled jobs

  1. Expand the “Configuration” menu on the sidebar navigation.
  2. Select the “Scheduled Jobs” menu.
  3. Select the “View/Edit” button for one of the scheduled jobs. Depending on the scheduled job type, different sections may be available:
    • API Properties
      • Data Type*: The type of data to import.
      • URL*The URL of the source data.
      • Method*: The resource method that is used for the API request.
      • Requested Content Type*: The type of content requested.
      • Authorization Type*: The authorization type that is used.
      • Authorization Token: The authorization bearer token (API key) that is used.
        • Note: this field will appear only when Bearer Token is selected in the Authorization Type field.
      • Body Type*: The message body that is included with the API request.
      • Start Row*: The first row of the result set to import. Rows before this are ignored.
      • End Row: The last row of the result set to import. Leave blank to import all rows after the start row.
      • Suppress Data Change Logging: Select if changes to the data (inserts, updates, or deletes) should not be logged.
    • Data Import Properties
      • Data Type*: The type of data to import.
      • Worksheet: The index number of the worksheet to be imported. Ignored for text files.
      • Header Row: For text files, the row number that contains the header information.  Leave blank if your file does not contain a header row.
      • Start RowFor text files, the first row of the data file that contains the data to import. Rows before this are ignored.
      • End RowFor text files, the last row of the data file that contains the data to import.  Rows after this are ignored.  Leave blank to import all rows after the start row.
      • DelimiterFor text files, the delimiter that separates the columns in the data file.
      • Datetime FormatFor text files, the format of the date/times in the data file.
        • Commonly used formats are listed in the dropdown values of the “Date Format” field in the Date & Time Preferences section of the “My Preferences” window.
      • Time Zone: The time zone that is used for dates in the data file.
      • Allow Manual Imports: If users are allowed to manually import data using this mapping.
        • Note: This tool will display a “Import Files Now” button on the Scheduled Job detail page, which directs the user to a dedicated page to place files for import based on the predefined mapping.
        • This is a valuable option to test FTP imports prior to going live.
      • File Filter: The comma-separated filter to apply to the selection of manual import files (e.g. ‘image/gif, image/jpeg, image/png, image/tiff, image/x-windows-bmp’).
      • Allow FTP Imports: This toggle controls if files should be pulled in from an FTP. Toggling this to ‘On’ reveals additional data fields to input the FTP server, port, username, password, folder, file filter, and post-processing file handling. For detailed directions on setting up an FTP import, please consult the Assetas Technical User Manual.
      • Email on Completion: If a summary email is sent to the person that manages the Scheduled Job when each file is finished processing.
      • Allow URL Imports: This toggle controls if files should be pulled from a URL address for automatic importing. Toggling this to ‘On’ reveals additional data fields to input the URL, Start Date, and End Date. For detailed directions on setting up a URL import, please consult the Assetas Technical User Manual.
      • Suppress Data Change Logging: Select if changes to the data (inserts, updates, or deletes) should not be logged.
    • Document Analysis Properties
      • Last Analyzed*: Limit the documents to only those analyzed on these dates
      • Document Type: Limit the documents to only those with this type. Leave blank to include all document types.
      • Document Status: Limit the documents to only those with this status. Leave blank to include all document statuses. Defaults to ‘Active’.
      • Suppress Data Change Logging: Select if changes to the data (inserts, updates, or deletes) should not be logged.
    • Document Delivery Properties
      • Document Template*: The document template that will be delivered.
      • Parameters: The parameters to use when generating the document.
        • When setting a value in a dropdown list, use the following format:
          SL#<<Selection List GUID>>#=<<GUID of item in selection list>>

        • For example: SL#ParticipantsList#=4c6081db-25b8-47ec-845f-08daf275ba74

      • Recipients*: The list of email addresses that will receive the email.
      • Subject: The subject to use for the email.
      • Body: The body to use for the email.
    • Form Analysis Properties
      • Last Analyzed*: Limit the forms to only those analyzed on these dates.
      • Form Type: Limit the forms to only those with this type.
      • Suppress Data Change Logging: Select if changes to the data (inserts, updates, or deletes) should not be logged.
    • Microsoft Graph Directory Synchronization Properties
      • Tenant ID*: The unique identifier of the Azure Active Directory tenant that holds the source contact information.
      • Query String: The optional query string to use with the request.
      • Suppress Data Change Logging: Select if changes to the data (inserts, updates, or deletes) should not be logged.
    • Report Delivery Properties
      • Report*: The tabular report that will be delivered.
      • Report Parameters: The parameters to use when running the report.
        • When setting a value in a dropdown list, use the following format:
          SL#<<Selection List GUID>>#=<<GUID of item in selection list>>
        • For example: SL#ParticipantsList#=4c6081db-25b8-47ec-845f-08daf275ba74
      • Recipients*: The list of email addresses that will receive the email.
      • Subject: The subject to use for the email.
      • Body: The body to use for the email.
      • Send Blank Report: Toggle on to send the email even if the report has no data. Toggle off to only send the email when the report has data.
    • Body Items
      • For API Integrations only, and will appear only when a Body Type is selected in the API properties.
      • Key*The key of the item.
      • Value*The value of the item. 
      • Value is an ArrayToggle on to process the value as an array. Multiple values may be added as a comma separated list with no spaces around the commas (for example: 1,2,3,4,5).
    • Mappings
      • For API Integrations, Data Imports, and Microsoft Graph scheduled jobs only. One column can be processed by multiple mapping records. This is useful in applying multiple sets of logic on one column of the import. 
      • Hard Coded Value: Sets the token to the action value and does not use any import data.
      • Value: The data value to use. Standard date variables are available to use in
        this field, including {MonthStart}, {MonthEnd}, {Now}, {Today}, {Today +/- n}, {YearStart},and {YearEnd}.
        • NOTE: This field is visible when “Hard-Coded Value” is toggled on.
      • Token: The unique token that contains the data within the data source. For a .csv or .xlsx import, use the token to specify the column number of the mapping (for example, #12 or #7).
        • NOTE: This field is visible when “Hard-Coded Value” is toggled off.
      • Mapping: The data mapping to use for the given text file or results set, with each column mapping entry separated with commas. View Data Import Mappings for more details. 
        • NOTE: Excel files must be mapped within the files themselves (in the first row) and this mapping field should remain blank if using an Excel file. For detailed directions on mapping data, please consult the Assetas Technical User Manual.
      • Position*: The position of the mapping within the data source
      • Data Transformations: Various data transformations are available. For detailed directions on setting up data transformations, please consult the Assetas Technical User Manual.
    • Recent Execution
      • For jobs that have been executed, this section will display the details around recent schedule job runs.
      • Select the “Details” button to view the detailed log entries, and to print and export detailed logs for individual scheduled job runs.

Manage scheduled jobs

  1. Locate the scheduled job.
  2. To the right of each record, under the Actions menu, you may:
    • View/Edit the scheduled job details.
    • Copy the scheduled job.
      • The copy function is only available for the following types of scheduled jobs: API Integration, Data Import, Document Analysis, Document Delivery, Form Analysis, and Report Delivery.
    • Download the scheduled job definition for importing into another database. 
      • Only API Integration, Data Import, Document Delivery, and Report Delivery scheduled jobs may be downloaded.
    • Delete the scheduled job.
      • Rather than deletion, we recommend disabling a job by setting the “End Date” to any date in the past and the job will no longer execute.

Users are not able to delete the “Data Retention Policy” job, as these parameters are controlled in the Account Details, under Data Retention.

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