7Scheduled Processes

This chapter contains the following:

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.

Parameters

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

Submission

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.

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

Submit Processes

Submitting Scheduled Processes and Process Sets

Watch video

Watch: This tutorial shows you how to submit a scheduled process, monitor its status, and view the output the process generates. The content of this video is also covered in text topics.

Procedure

Use the Scheduled Processes work area to run all the scheduled processes, including process sets, that you have access to. You can also submit many predefined scheduled processes from some of the other work areas.

Using the Reports and Analytics work area or panel tab, you can also submit reports that are registered as scheduled processes. You can find the panel tab in some work areas.

Selecting the Scheduled Process and Defining Parameters

To submit from the Scheduled Processes Overview page:

  1. Click Navigator > Scheduled Processes.

  2. In the Scheduled Processes work area, click Schedule New Process.

  3. Leaving the type as Job, select the process that you want to submit, and click OK.

  4. In the Process Details dialog box, enter the required parameters.

    Note: Some parameters are dependent on other parameters and may appear based on what you specify.
  5. You can perform one of the following actions:

    • Click the Advanced button to :

      • Define schedule

      • Define document output

      • Define notifications

    • Skip to the steps for finishing the submission, and submit with the default schedule to run the process once as soon as possible with output, if any.

Defining the Schedule

You can define the schedule so that the job runs on specified recurrence. In the Process Details dialog box (Advanced mode):

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

  2. Select a frequency.

    For frequencies other than Once, the Auto Increment check box is enabled by default. Keep the check box enabled to run the recurring jobs with the same schedule specifications. To specify a different schedule for the recurring jobs, deselect the check box.

    You can choose Use a Saved Schedule to use an existing schedule, 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

You can specify the layout, format and destination for your output. In the Process Details dialog box (Advanced 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 editing the report layout.

  5. Click Add Destination to send the output to a printer, email address, fax or content server. You can add multiple destinations and send the output to all at the same time.

  6. To add more output documents, repeat steps 2 to 5.

Setting Up Notifications

You can set up notifications for different stages of the process. In the Process Details dialog box (Advanced 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. To add more users, repeat steps 2 to 5.

Finishing the Submission

In the Process Details dialog box:

  1. Click the Process Options button if you want 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 email 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.

    1. In the Process Details dialog box, select a process on the Processes tab.

    2. Enter parameters for that process.

    3. Repeat for any other process in the set.

  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.

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 header and go to Personalization > Set Preferences

Language

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.

Currency

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.

Example of Process Details for a Process Set

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.

Scenario

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

Job1

Step1

Job Set A

Job2

Step2.Step2a

Job Set B

Job1

Step2.Step2b

Job Set B

Manage Processes and View Output

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

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

  • 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 has reached a final state, and nothing else can be done for the process.

Status Description Action Required?

Blocked

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

No (in progress)

Canceled

The process was canceled, and you can't restart it.

No (final)

Canceling

The process is currently moving to the Canceled status.

No (in progress)

Completed

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

No (in progress)

Error

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 move the process to a final state.

Yes

Expired

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)

Finished

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

No (in progress)

Hold

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

Yes

Paused

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)

Ready

The process passed validation and is about to start running.

No (in progress)

Running

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)

Succeeded

The process is completely done, and everything was successful.

No (final)

Validation Failed

The process failed validation.

No (final)

Wait

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

No (in progress)

Warning

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

No (final)

After you submit a scheduled process, you can track its progress in the Scheduled Processes work area. Depending on what you have access to, you can also check on processes that someone else submitted.

In this screenshot showing a part of the Scheduled Processes Overview page, you can see details for the selected process. In this case, the selected process finished successfully.

Search Results table and Details section on the
Scheduled Processes Overview page

Let's get started. These steps are for the Scheduled Processes work area, but you can do some of the same things in other work areas where a similar section is available.

Check the Status

Besides finding the latest status for a scheduled process, you can get more details about its progress.

  1. Click Navigator > Tools > Scheduled Processes.

    The Search Results table shows processes that match the default saved search.

    • The table might be blank if nothing was submitted.

    • If submission notes were entered when submitting the process, you can use the Submission Notes column to help identify the process.

  2. If you don't see the process, click the Refresh icon or use the Search section to enter search criteria.

    Note: The table might always start out empty if you're not on the Scheduled Processes work area. Refresh to see processes.
  3. Refresh the search results at any time to see the latest status of the process in the Status column.

  4. Do any of these tasks to check on the progress of the process:

    • For more details about the status, click the status link. For example, if a process is in the Ready status, you can click the Ready link in the Status column to see where the process is in the submission queue.

    • Check the Start Time column to see if the process has started running yet. If it has, you can select the row and click View Log to get information about how the process is running.

    • In the Search Results table, find the This Job's Items Processed / Errors / Total column. For some scheduled processes, this column shows what's getting processed and how things are going. For example, if the value is Lines 50/2/?, then this is what that means:

      • The scheduled process is processing lines, for example lines from a file that's getting imported.

      • 50 lines are successfully processed.

      • Two lines ended up in error.

      • The total number of lines to process is unknown right now. If 100 was displayed instead of the question mark, that would mean there are 100 lines in total, 52 of which are already processed, and 48 more to go.

      Even after the scheduled process reaches a final state, the first two numbers might not add up to the total, for many reasons. For example, if you cancel the process before it's done, then not all items got processed. Or, you have set a process parameter to end the process if at least 50% of the items getting processed ends in error. In which case, the scheduled process itself could still successfully end, but not everything was actually processed.

View Other Details

To get more information about a scheduled process, select it in the Search Results table and see the Details section that appears below the table. These are some of the details you might find:

  • Completion text, which is automatically generated when the process reaches a final state. What you see depends on the process. For example, it might say that the process finished 1792 records in less than a second.

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

  • Report output that the process generated, if any.

  • Parameters for the scheduled process.

    • Open the Parameter Names with Values subsection to see the parameters from the Process Details dialog box and the values that were entered when the process was submitted.

    • Use the All Parameter Values subsection for troubleshooting purposes, if you need to see the parameters and values in their actual, technical format. This subsection might have more parameters. For example, some processes run with additional parameter values that are derived from the parameter values you entered when you submitted the process.

Life is full of second chances! After a schedule process is submitted, you can still cancel it or make other changes in the Scheduled Processes work area. What you can do to the process depends on its status. Also, depending on what you have access to, you can even work on processes that someone else submitted. These steps are for the Scheduled Processes work area, but you might be able to do some of the same things in other work areas where a similar section is available.

Make Changes to Processes

Select the scheduled process in the Search Results table.

  • If the process hasn't started running yet, you can still use the Actions menu to change the schedule or output.

    • Edit Schedule: Change the submission schedule, for example to submit it biweekly instead of weekly.

    • Edit Output: If the process generates output, you can change output options, for example from HTML format to PDF.

  • If the process is running, you can click Put On Hold to pause it, or Release Process so that a process that's on hold continues to run.

Cancel a Process

Select the scheduled process in the Search Results table, and click Cancel Process. While the cancellation is still in progress, you can use the Actions menu to end the process. The option you get depends on the process.

  • Hard Cancel: To end the process shortly after it's canceled, without waiting for the process to end by itself.

  • Force Cancel: To end a process that has been canceling for over 30 minutes but isn't done yet.

Some processes run on a remote server. When you click Force Cancel, even though the status is changed to Canceled, the process might still be running on the remote server. With the scheduled process still selected in the Search Results table, you check the status of the remote process in the Details section that appears after the table. The Remote Status field might display any of these statuses for the remote process (not for your scheduled process):

  • Completed Successfully: The remote process was successfully canceled within the 30 minute grace period.

  • Running/Unknown: Your scheduled process is in a Canceled state, but the remote process is still running.

  • Terminated: Your scheduled process is in a Canceled state, and the remote process is successfully canceled after the 30 minute grace period.

Cancel Processes in Bulk

You can cancel up to 100 processes at once, as long as the processes haven't reached a final state.

  1. Click Navigator > Tools > Scheduled Processes.

  2. In the Search section, select Cancelable Processes from the Saved Search list.

  3. Make sure that what you get in the Search Results table meets these requirements:

    • No more than 100 processes

    • Only processes with a cancelable status:

      • Wait

      • Ready

      • Running

      • Completed

      • Blocked

      • Hold

      • Paused

      • Pending Validation

      • Schedule Ended

      • Error Auto-Retry

  4. Use the Search section to change your search results, if you need to.

  5. Select Cancel Processes in Bulk from the Actions menu.

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. Refresh the search results, if needed, to see the latest status for the processes.

  3. Select your scheduled process in the search results.

  4. Go to the Output subsection within the Details section.

  5. Click the link in the Output Name column to view or download the output, which you can then print.

  6. 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.

You can easily resubmit scheduled process using the exact same parameter values, if the process has a Succeeded status and wasn't part of a submission involving other processes. These steps are for the Scheduled Processes work area, but you can resubmit in other work areas where a similar section is available.

  1. Click Navigator > Tools > Scheduled Processes.

  2. In the Search Results table, select your process and take a look at its details, including parameter values.

  3. Click Resubmit.

FAQs for Scheduled Processes

A scheduled process with lower level child nodes 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 down from the original process.

How can I export search results for scheduled processes to a spreadsheet?

Follow these steps:

  1. In the Scheduled Processes work area, expand the Search section.

  2. Specify your criteria to filter the search results and click Download Results.

  3. On the Download Results dialog box, select the number of records you want to export from the drop-down list.

  4. Select the Include Job's item count check box to include information about the number of operations the job has executed.

  5. Click Download.

Tip: If you see any difference between the downloaded results and the data on the Search Results table, click the Refresh icon and then compare the data with the downloaded results.

Hard Cancel is used to terminate a scheduled process shortly after it's canceled, without waiting for the process to end by itself.

Force Cancel is used to terminate a canceled scheduled process that has been running for over 30 minutes but isn't yet canceled.