Scheduled Jobs

Scheduled Jobs are automatic jobs that take place according to a defined schedule, provided they are Enabled.

Each job is defined by its workflow, with action(s) that take place according to a configured trigger.

Permissions

You require a role with the Maintain Settings permission to access Scheduled Jobs.

See Permissions in ARM.

Each job has three parts:

Basic Information: The Workflow Name, Module Name, and Description for the Job.
Workflow Trigger: This consists of a Recurrence Pattern (the recurrence of the job, for example every hour, or every week), and a Range of Recurrence (when the action ends, for example after 10 occurrences).
Workflow Actions: This describes the action that occurs, including information about what occurs each time.

List of Scheduled Jobs

The following Scheduled Jobs are available for each Company:

Remind APInvoice Approval

When an AP Invoice requires approval, this job sends regular email reminders to the selected notification recipients (e.g. Active Approvers, Next Approver of the associated Requisition, or Custom Group of email addresses) starting after a specified number of hours has elapsed.

Workflow Action for this Scheduled Job:

Send Reminder For APInvoice Approval

Action Description	Describes what this action does. The default value is "Reminder for APInvoice approval after a specific hours".
Action Method	You cannot update this field.
APInvoice overdue after hours	These are the hours after which the AP Invoice is considered overdue, and the reminder is sent.

Send Reminder For APInvoice Approval

Active Approvers	Send notification to current active approvers in the approval workflow of the AP Invoice.
Next Approver	Send notification to the next approver in the approval workflow of the AP Invoice.
Custom Group	If this is selected then notification is sent to the list of recipients listed in the edit box below this check box. Enter a list of recipient email addresses, separated by semi-colons (;).

Notify Req Owner When PO Receipt Is Overdue

When a PO Receipt is overdue, this job sends a recurring email to the Owner of the associated Requisition.

Workflow Action for this Scheduled Job:

Send Reminder For Overdue Purchase Order Receipt

Action Description	Describes what this action does. The default value is: "Notify Req Owner When PO Receipt Is Overdue".
Action Method	You cannot update this field.
Subject	The subject line for the notification email. The default value is "You have Overdue Purchase Receipts".
Body	The content for the notification email. The default value is "This is an automated reminder that the following requisitions created by you are pending receipt and have gone beyond the due date.".
Result Table Columns	Select which PO values should appear in columns in the table of Purchase Orders within the email.
Result Display Order	Select a display order for the PO values in the table of Purchase Orders within the email.

Remind Regular Requisition Approval

This job sends out recurring email alerts to the selected notification recipients (e.g. Active Approvers, Next Approver, Custom Group) of submitted requisitions that are not marked as Urgent.

Workflow Action for this Scheduled Job:

Send Reminder For Requisition Approval

Action Description	Describes what this action does. The default value is "Reminder for regular requisition approval after a specific hours".
Action Method	You cannot update this field.
APInvoice overdue after hours	These are the hours after which the Requisition Approval is considered overdue, and the reminder is sent.

Send Reminder For APInvoice Approval

Active Approvers	Send notification to current active approvers in the approval workflow of the Requisition.
Next Approver	Send notification to the next approver in the approval workflow of the Requisition.
Custom Group	If this is selected then notification is sent to the list of recipients listed in the edit box below this check box. Enter a list of recipient email addresses, separated by semi-colons (;).

Remind Urgent Requisition Approval

Workflow Action for this Scheduled Job:

Send Reminder For Requisition Approval

Action Description	Describes what this action does. The default value is "Reminder for urgent requisition approval after a specific hours".
Action Method	You cannot update this field.
APInvoice overdue after hours	These are the hours after which the Requisition Approval is considered overdue, and the reminder is sent. The hours here should be less than for a regular requisition reminder.

Send Reminder For APInvoice Approval

Active Approvers	Send notification to current active approvers in the approval workflow of the Requisition.
Next Approver	Send notification to the next approver in the approval workflow of the Requisition.
Custom Group	If this is selected then notification is sent to the list of recipients listed in the edit box below this check box. Enter a list of recipient email addresses, separated by semi-colons (;).

Standing Order Auto Pricing Updates Check

This job regularly checks and updates prices on Standing Orders that have Maintain Current Pricing selected. See Standing Order Header.

Workflow Action for this Scheduled Job:

Run Custom Action

Action Description	Describes what this action does. The default value is: "Act on Maintain current Pricing setting of Standing Order".
Action Method	You cannot update this field.
Run As User	Select a user for the custom job to run under. The default is system.

Standing Order Reminder for nearing end date

This job scans the current Standing Orders and sends out an email reminder to the document Owner, for any Standing Orders due to end soon (after a configured number of days/occurrences).

Workflow Action for this Scheduled Job:

Run Custom Action

Action Description	Describes what this action does. The default value is: "Scan standing order and reminder for those that will reach end date soon".
Action Method	You cannot update this field.
Run As User	Select a user for the custom job to run under. The default is system.
Remind On Nth Day Before End Date	For Standing Orders due to end by a certain date, a reminder is sent N days before this date.
Remind On Nth Occurrence Before End	For Standing Orders due to end after a certain number of occurrences, a reminder is sent N occurrences before the final occurrence.

Standing Order Scheduled Jobs

In addition to the standard Scheduled Jobs listed above, a custom Scheduled Job is generated for each new Standing Order. For example:

Standing Order S000001
Standing Order S000001

Each Standing Order scheduled job is named for its Standing Order. It is responsible for creating and submitting a requisition from the standing order, at the Recurrence Setting defined for the standing order.

Workflow Action for a standing order Job:

A custom workflow action is generated for each standing order job.

Run Custom Action

Action Description	Describes what this action does. The default value is: "Auto create and submit requisition from standing order [standing order number]".
Action Method	You cannot update this field.
Run As User	Select a user for the custom job to run under. The default is system.

Maintaining Scheduled Jobs

Select the Scheduled Jobs menu item on the Administration Page. See Administration Page.
See how to:
To edit a scheduled job, click on the Workflow Name. See Edit a Scheduled Job.

Enabling or Disabling a Scheduled Job

To enable a job, click Enable under the Actions column.

An enabled job will run according to schedule.
To disable an enabled job, click Disable under the Actions column.

A disabled job will not run.

Running a Scheduled Job

If a job is enabled, you can run it immediately, regardless of its configured schedule.

To run an enabled job, click Run under the Actions column.

Viewing Instances of a Job

You can view logs of each time a scheduled job ran.

Click Instances under the Actions column.

This opens a list of the instances that the selected job ran.

For example

Each instance shows the Workflow Name, the Trigger Time and Trigger By, the Workflow State, and Actions.
Click View Log under actions to see the Logs for this instance.

For example

Click Job Results under the Actions column.

This shows the Job Results, with the status and message:

Editing a Scheduled Job

Click on the Workflow Name to view or edit a scheduled job.

Details
Fill out or review the Basic Information section for the scheduled job.

Basic Information
Update or review the Workflow Trigger section for the scheduled job. Note that scheduled jobs for standing orders are configured based on the Standing Order’s schedule and should not be updated.

Workflow Trigger
1. Review or edit the Recurrence Pattern (the frequency).
  Recurrence Pattern
  Select from:
  
  Hourly and then Recur every [select number] hour(s).
  
  Daily and then select either Every [select number] of day(s) or select Every week day.
  
  Weekly and then click on one or more days (Sunday, Monday, etc.) to Recur every week on. (For example, Monday, Tuesday and Thursday of every week.)
  
  Fortnightly / Monthly then select either Days of the month (tick the days) Of every, [select number] Months. (For example, day 3 and day 8 of every 2 months) or select The [select first, second, third, fourth, or last] [select day, or weekday, or weekend day, or select a day of the week] Of every [select number] Months. (For example, the second Monday of every 3 months).
  
  Select At Time and Time Zone.
2. Review or edit the Range of Recurrence (when it starts and when it ends).
  Range of Recurrence
  Enter the Range of Recurrence values.
  
  Select a Start date.
  
  Select from:
  
  No end date
  
  End after and then select the number of Occurrences.
  
  End by and select an end date.
Update or edit the Workflow Actions section for the scheduled job.
1. Review the basic information, such as Workflow Name and Module Name.
2. Optionally update the Description.
  
  Workflow Actions
3. Click Edit under the Actions column to open the Workflow Action. The action screen is different for each scheduled job. See the individual settings for each job in the section List of Scheduled Jobs.