This guide also applies to on-premise implementations

7Scheduled Processes

This chapter contains the following:

Scheduled Processes: Explained

Run scheduled processes to manipulate a set of records for a specific business need, or to get printable output with information about certain records. Some processes do both, for example, to import records and provide a report about them.

Report Output

A scheduled process that provides output, or the output itself, is also referred to as a report.

  • Many types of reports are available, for example regulatory statements or listings of records that meet specified parameters.

  • Predefined templates determine the report layout.


A scheduled process might have parameters that you can set to control which records are included or how they are affected. For example, a process updates only the records that are effective within the date range that you define.


Each scheduled process that you run is based on a job. The job is the executable that determines what the process can do and what options you can set for the process.

You can submit the same process using different parameters and other settings. Each process submission has a unique process ID.

Process Sets

A process set is a scheduled process that's based on a job set, which contains multiple jobs for one process submission.

Note: In some cases, when you submit a scheduled process, the job logic causes other processes to automatically run. This isn't the same as a process set.

Process Sets: Explained

A process set is a type of scheduled process that contains at least two processes to run as part of one submission. These processes run in a specific order, in serial or parallel, or based on other predetermined logic.

Process Set Content

Process sets can contain any number of individual scheduled processes as well as other process sets.

There can also be multiple levels of nested process sets within a single process set. For example, a process set can include three processes and two process sets, one of which contains another process set.

Job Sets

Just as individual processes are based on jobs, process sets are based on job sets. A job set:

  • Is a predefined set of jobs to be included in one process submission

  • Can contain nested job sets


Submitting a Scheduled Process

Watch video

Watch: This tutorial shows you how to submit a scheduled process, monitor its status, and view the output the process generates.

Submitting Scheduled Processes and Process Sets: Procedure

Use the Scheduled Processes Overview page to run all the scheduled processes that you have access to. You might also be able to submit many predefined scheduled processes, including process sets, from some of the other pages you work in.

You can also use the Reports and Analytics pane to submit reports that are registered as scheduled processes. You can find this pane in many work areas, including the Reports and Analytics work area (Navigator - Tools - Reports and Analytics).

Selecting the Scheduled Process and Defining Parameters

To submit from the Scheduled Processes Overview page:

  1. Open the Scheduled Processes work area (Navigator - Tools - Scheduled Processes).

  2. Click Schedule New Process.

  3. Select the scheduled process to submit, leaving the type as Job.

  4. Enter parameters, if any.

    Note: Some parameters might appear only after you set a specific parameter, and what appears depends on what you entered for the original parameter.
  5. Click the Advanced button to define schedule, output, or notifications.

    Or, you can skip to the steps for finishing the submission, and submit with the default schedule (run once, as soon as possible) and output, if any.

Defining the Schedule

In the Process Details dialog box (advanced settings mode):

  1. Open the Schedule tab and select Using a schedule.

  2. Select a frequency.

    You can choose Use a Saved Schedule to use a schedule that your administrator has defined, if any.

  3. Set the process to run at a specified interval within a date range.

    Or, if you selected Custom for frequency, enter the exact dates and times to run the process.

Defining the Output

In the Process Details dialog box (advanced settings mode):

  1. Open the Output tab, if available.

  2. Click Add Output Document.

  3. Select a layout if you have more than one to choose from.

  4. Select one of the available formats, which can include:

    • PDF: Is the best option if you want to print the output.

    • Excel: Supports embedded images, such as charts and logos, but can be opened only in Excel 2003 or higher.

    • Data: Gives you report data in XML, used mainly for customizing report layout.

  5. Click Add Destination to send the output to a printer, e-mail address, or fax. You can have many destinations for the same output document.

  6. Repeat steps 2 through 5 as needed.

Setting Up Notifications

In the Process Details dialog box (advanced settings mode):

  1. Open the Notification tab.

  2. Click Create Notification.

  3. Enter the user ID that the recipient uses to sign in to the application.

  4. Define when to send the notification, for example when the process ends in error.

  5. Click OK.

  6. Repeat steps 2 through 5 as needed.

Finishing the Submission

At the top of the Process Details dialog box:

  1. Optionally click the Process Options button to define settings that affect the data to be processed.

  2. Select the Notify me when this process ends check box if you want to get an e-mail notification.

  3. Enter submission notes to capture any information you want to associate with this submission.

  4. Click Submit.

  5. Click OK for the confirmation.

  6. Close the Process Details dialog box.

Submitting Process Sets

To submit a process set from the Scheduled Processes Overview page:

  1. Proceed as you would to submit any scheduled process, but select Job Set for the Type option.

  2. Set parameters for individual processes within the set as needed. A process set itself doesn't have parameters.

  3. Determine the schedule, output, and notifications for the entire process set as you would for any scheduled process.

  4. Set any other options and click Submit.

Scheduled Process Options: Examples

When you submit scheduled processes, click the Process Options button in the Process Details dialog box to set options such as language and time zone.

These settings:

  • Affect the data to be processed, as well as the output template text, if any.

  • Apply to every run in the schedule, if you're submitting the process to run on a schedule.

  • Override what's set in general preferences when you click your user name in the global area and go to Personalization - Set Preferences.


You set the language process option to Spanish, while the Current Session field is set to Japanese in your general preferences. The report output template text and report data are displayed in Spanish. If you don't set the language process option, then the report is displayed in Japanese.


You set the currency process option to Euro, while your general currency preference is set to Yen. The scheduled process makes calculations based on the Euro, and the report displays all monetary amounts in Euro.

Process Set Details: Examples

When you're submitting a process set, the Processes tab in the Process Details dialog box lists all the individual jobs in the job set that the process set is based on. Each job and job set within the job set that you're submitting is considered a step and has a unique step ID.

  • The Path column shows the step ID of the job, preceded by the step IDs of its parent job sets within the hierarchy, if any.

    Tip: You use the path information mainly to differentiate between multiple instances of the same job within a job set.
  • The Job Set column shows the parent of each job in the hierarchy.


You're submitting a process set based on Job Set A, which contains:

  • Job 1 (with a step ID of Step1)

  • Job Set B (Step2), which contains:

    • Job 2 (Step2a)

    • Job 1 again (Step2b)

This table shows what the Processes tab displays for this example.

Job Definition Path Job Set



Job Set A



Job Set B



Job Set B

Management and Output

Scheduled Process Statuses: Explained

After you submit a scheduled process, it can go through many statuses until it reaches a final state.

This table explains the possible statuses. The Action Required column indicates that:

  • No (in progress): The process was submitted and hasn't yet reached a final state. You or administrators don't need to do anything to move the process along.

  • Yes: You or administrators need to do something to get the process to another status.

  • No (final): The process is done running, and nothing else can be done for the process.

Status Description Action Required?


At least one other running process is incompatible with and currently blocking your process. The situation will be automatically fixed.

No (in progress)


The process was canceled. You can't restart it, but you can resubmit with the same parameters or submit a new process.

No (final)


The process is currently moving to the Canceled status.

No (in progress)


The main part of the process completed, and postprocessing (such as sending notifications and generating output) has started.

No (in progress)


The process finished running and ended in error.

No (final)

Error Auto-Retry

The process ended in error but will automatically run again.

No (in progress)

Error Manual Recovery

The process ended in error and requires an administrator to retry to move the process to a final state.



The process didn't run before its schedule ended. You can't restart it, but you can resubmit with the same parameters or submit a new process.

No (final)


The main part of the process and postprocessing has completed. The process will move on to a final state.

No (in progress)


The process is put on hold and needs someone to release it before it can continue running.



The process is paused so that another process that was automatically invoked can run first.

No (in progress)

Pending Validation

Some validations, for example related to security, are performed on the process before it can start running.

No (in progress)


The process passed validation and is about to start running.

No (in progress)


The main part of the process is currently running.

No (in progress)

Schedule Ended

The process already reached a final state, and its schedule has ended.

No (final)


The process is completely done, and everything was successful.

No (final)

Validation Failed

The process failed validation and requires an administrator to resolve the issue.



The process passed validation but isn't able to start running yet, due to system resources.

No (in progress)


The process finished running and ended with a warning, for example, that a notification failed to send.

No (final)

Managing Scheduled Processes That You Submitted: Points to Consider

After you submit a scheduled process, you can monitor and manage the submission. For example, you can cancel the process while it's still running, or resubmit it after it's done. Use the Scheduled Processes work area to perform any of the tasks described below. Some of these tasks might be available also on other pages.

Managing Submitted Processes

Follow these steps:

  1. Open the Scheduled Processes work area.

    Tip: Refresh the search results to see the latest status for your process.
  2. Select your scheduled process in the table.

  3. If the process hasn't started running yet, you can still use the Actions menu to edit the process's schedule or output options.

  4. If the process is currently running, use the buttons on the table to:

    • Cancel the process submission.

      If your process is stuck with a Canceling status for at least 30 minutes, then you might be able to force quit the process by:

      • Selecting Force Cancel from the Actions menu.

      • Clicking the Force Cancel button in the Details section below the search results.

    • Put the process run on hold.

    • Release the process so that it's no longer on hold and continues to run.

    • View the log to get information about how the process is running.

  5. If the process is already done, you can:

    • Click Resubmit to run the same process again.

    • Use the Details section below the search results to view:

      • Submission notes, the text that you entered when submitting the process

      • Completion notes, which are automatically generated when the process reaches a final state, summarizing how the process completed

      • The log attachment, for example for details about why the process ended in error

      • Report output that the process generated, if any

Viewing Report Output from Scheduled Processes: Procedure

Aside from manipulating records, some scheduled processes also give you report output. When you submit the process, you can select the output layout and format, and set other output options. Use the Scheduled Processes work area to view the output, and optionally republish the output in a different format without resubmitting the process. To view the output on other pages, use the View Output column in the table where you monitor submitted processes.

Viewing and Republishing the Output

Follow these steps:

  1. Open the Scheduled Processes work area.

  2. Select your scheduled process in the search results

  3. Go to the Output subsection, at the end of the Details section.

  4. Click the link in the Output Name column.

  5. To view or export the output in a different format:

    1. Click the Republish button

    2. Click the Actions icon.

    3. Hover on Export and select a format.

      Tip: Instead of following these steps to get output in the Data format, you can just click the XML Data icon next to the Republish button.

FAQs for Scheduled Processes

Why are scheduled processes displayed in a hierarchy?

A scheduled process with lower levels below it might be a process set. The hierarchy represents the structure of processes or process sets within a specific process set.

Or, when a scheduled process runs, it might cause other processes to run automatically, so those processes are displayed one level below the original process.