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 Date: The latest date when this job may run.
    • Notify on Failure: Notify the scheduled job owner via email of a job failure.
    • Failure Retries*: The number of times to retry running the job on failure before giving up. Retries are executed every 30 minutes.
    • Tags: The list of tags associated with this record.
    • Comments: Any 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 that is used.
        • Note: this field will appear only when Bearer Token is selected in the Authorization Type field.
      • Username: The authorization username that is used to generate a Bearer Token for the API request.
        • Note: this field will appear only when Login and Bearer Token is selected in the Authorization Type field.
      • Password: The authorization password that is used to generate a Bearer Token for the API request.
        • Note: this field will appear only when Login and Bearer Token is selected in the Authorization Type field.
      • Login URL: The URL of the authorization login to be called to generate a Bearer Token just prior to the API request.
        • Note: this field will appear only when Login and Bearer Token is selected in the Authorization Type field.
      • Logout URL: The URL of the authorization logout to be called just prior to the API request.
        • Note: this field will appear only when Login and Bearer Token is selected in the Authorization Type field.
      • API Key: The API key that is used.
        • Note: this field will appear only when API Key is selected in the Authorization Type field.
      • Body Type*: The message body that is included with the API request.
      • Time Zone*: The time zone of any dates in the data. This field will default to the account time zone.
      • Paging: Toggle on if the results are paged and the API must be called for each page.
      • Page Number Token: Token in the results that holds the current page number (only appears if paging is on).
      • Next Page Number Token: Token in the results that holds the next page number (only appears if paging is on).
      • Data Token: Token in the results that holds the data (only appears if paging is on).
      • Maximum Pages: Maximum pages to pull (only appears if paging is on).
      • 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 or excel files, the row number that contains the header information.  Leave blank if your file does not contain a header row.
      • Start Row: For text or excel files, the first row of the data file that contains the data to import. Rows before this are ignored.
      • End Row: For text or excel 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.
      • Delimiter: For text files, the delimiter that separates the columns in the data file. Enter any value for excel files; this field will be ignored.
      • Datetime Format: For text or excel 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.
      • Time Zone*: The time zone to use for any dates in the data.
      • 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.
    • Parameters
      • For API Integrations only.
      • Use: Toggle on to include this parameter in the request.
      • Key*: The key of the item.
      • Value*: The value of the item. 
      • Comments: Any comments associated with the parameter.
    • Headers
      • For API Integrations only.
      • Use: Toggle on to include this header in the request.
      • Key*: The key of the item.
      • Value*: The value of the item. 
      • Comments: Any comments associated with the header.
    • Body Items
      • For API Integrations only, and will appear only when a Body Type is selected in the API properties.
      • Use: Toggle on to include this header in the request.
      • Key*: The key of the item.
      • Value*: The value of the item. 
      • Value is an Array: Toggle 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).
      • Comments: Any comments associated with the body item.
    • 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}.
        • The variable {JsonValue:<token_name>, <child_token_name} may also be used to map data and perform evaluations that require data from multiple API response tokens or from tokens nested within a JSON object. For example:
          • Constructing dates: {DateTime:{JsonValue:gmt_datetime}, {JsonValue:hour_of_day}}
          • Concatenating fields: {JsonValue:token_name3 } (ID: {JsonValue:token_name4, child_token_name})
          • Converting dates: {Evaluate:ToDateTimeFromUnixSeconds ({JsonValue:parent_token,child_date})}

          • NOTE: The <child_token_name> parameter is optional and should only be used when a top-level token contains a JSON object. If the top-level token containing a JSON object is Base64 encoded, this variable will auto-detect the encoding and decode the object.

        • You may also use the {EVALUATE} variable to perform math functions on the data upon import. For example: {Evaluate:{JsonValue:flow} * {AssetAttribute:{JsonValue:serial},UnitConversion}}

        • 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), or the header name (for example, “Date”). If using the header name, the mapping must match exactly (capitalization, spaces, etc.).
        • NOTE: This field is visible when “Hard-Coded Value” is toggled off.
      • Mapping: The data mapping to use for the given text or excel file or results set, with each column mapping entry separated with commas. View Data Import Mappings for more details. 
        • NOTE: Excel files may be mapped within the files themselves (in the first row) and this mapping field should remain blank if using an Excel file mapped in this format. 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.
      • API Integration and Data Import Scheduled Jobs will auto-cancel after they have been running for more than 30 minutes, or if they accrue over 100 row errors.
      • 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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