7Scheduled Processes

This chapter contains the following:

Some tasks are too complicated or would take way too long if you had to do them manually, especially one record at a time. So, you can run scheduled processes that do the task for you, for example to import data or update the status for a bunch of records. Some processes give you printable output. Those processes might have Report in their name.

Jobs and Job Sets

Each scheduled process that you run is based on a job. The job is the executable that controls what the process can do and what parameters and other options you have for the process. A job set contains multiple jobs.

Process Sets

A process set is a scheduled process that's based on a job set. So, when you submit a process set, you're running more than one job.

Note: When you submit certain scheduled processes, the job logic causes other processes to automatically run. But in this case, you're not submitting a process set that includes those other processes.


When you submit a scheduled process, you can use its parameters to control which records are processed and how. For example, a process includes only the transactions that were edited by the person you select for a Last Updated By parameter. Some processes don't have parameters.

As part of the submission, you can also set up a schedule for the process, for example to run once a week for two months. Every time a process runs, there's a unique process ID.


Some scheduled processes provide output in PDF, HTML, and other formats. For example, a process can import records and also produce output with details about those records. There are many types of output, for example a tax document or a list of transactions.

A process set is a type of scheduled process that's based on a job set and contains at least two processes. So you can run many processes in one go, for a specific purpose. These processes run in a certain order, in serial or parallel, or by some other logic. For example, let's say we have a process set with three processes to do these three tasks:

  • Validate and clean up records.

  • Import the records.

  • Give a report on the imported records.

What They Contain

Process sets can have any number of individual scheduled processes and even other process sets. Sometimes, a single process set has multiple process sets that are nested. For example, a process set can include three processes and two process sets, one of which contains another process set.

Submit Processes

Use the Scheduled Processes work area to run all the scheduled processes that you have access to, including process sets. You can also submit many processes from other work areas. Some of the processes that give you output are also reports that you can view from the Reports and Analytics work area or panel tab. You can find that panel tab in some work areas

It's quick to submit a scheduled process with the bare minimum steps. But there are many additional options you can set, for example, if you want to run the process on a schedule.

Select the Scheduled Process and Define Parameters

Here's what you do:

  1. Click Navigator > Tools > Scheduled Processes.

  2. On the Scheduled Processes Overview page, click Schedule New Process.

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

  4. In the Process Details dialog box, enter at least the required parameters, if any.

    • Some processes have no parameters at all.

    • Some parameters depend on other parameters. For example, date range parameters might appear only after you select By Date for another parameter.

  5. Click the Advanced button if you want to define the schedule, notifications, or output. Continue to the next steps. Or, just skip to the steps for finishing the submission, to run the process once as soon as possible with the default output.

Define the Schedule

Set up a schedule to run the process on a recurring basis or at a specific time. Use the Process Details dialog box in Advanced mode.

  1. Open the Schedule tab and select Using a schedule for the Run option.

  2. Select a frequency.

    • Select User-Defined if you want to enter the exact dates and times to run the process.

    • You can select Use a Saved Schedule to use an existing schedule, if there are any.

  3. Depending on the frequency, define when the process should run.

Define the Output

You can choose the layout, format, and destination for your output. Use the Process Details dialog box in Advanced mode.

  1. Open the Output tab, if available.

  2. Click Add Output Document.

  3. Change the name if you want. The name identifies this output document when you go to view output later.

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

  5. Select a format, for example one of these:

    • 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 an XML file, which is used mainly for editing the report layout.

  6. Click Add Destination to send the output somewhere, for example to a printer or email address. You can add many destinations and send the output to all of them at the same time.

    Tip: You can also print the output as part of the steps for finishing the submission, instead of adding a printer destination here.
  7. To add more output documents, repeat steps 2 to 6.

Set Up Notifications

You can have notifications sent out depending on how the process ends. Use the Process Details dialog box in Advanced mode to set that up.

  1. Open the Notification tab.

  2. Click Create Notification.

  3. In the Recipient field, enter the user ID of the person you want to send the notification to.

  4. In the Condition list, select when to send the notification, for example when the process ends in error.

  5. Click OK.

  6. To send notifications to more people, repeat steps 2 to 5.

Finish the Submission

Follow these steps 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. If the process gives you output and you want to print it, select the Print output check box and a printer.

  3. Select the Notify me when this process ends check box if you want to get an email notification.

  4. Enter submission notes to capture any information you want to associate with this submission. You can use your notes to find this submission later.

  5. Click Submit.

  6. Click OK to confirm.

  7. Close the Process Details dialog box.

Submit Process Sets

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

  1. Proceed with the steps that you would follow to submit any scheduled process, but select Job Set for the Type option.

  2. In the Process details dialog box, set parameters for individual processes in the set. A process set itself doesn't have parameters.

    1. Select a process on the Processes tab.

    2. Enter parameters for that process, if any.

    3. Repeat for other processes in the set.

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

  4. Set any other options and click Submit.

Examples of Process Options

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.

  • Your settings affect the data to be processed and what you get in the output

  • If the process is running on a schedule, your settings apply to every run.

  • The settings override what's set in general preferences, which you can get to by clicking your user name in the global header and selecting Set Preferences.

Let's take a look at some examples of process options that you can set.


You set the language process option to Spanish, while the Current Session field is set to Japanese in your general preferences. So, your output is in Spanish. If you don't set the language process option, the output is 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 output shows all monetary amounts in Euro.

Example of Process Details for a Process Set

When you're submitting a process set with the Process Details dialog box, you can open the Processes tab to see what's in the process set. There's a list of all the jobs in the job set that the process set is based on. Every job and job set in 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.

    Tip: If a job shows up more than once in the process set, use the path information to differentiate between those instances.
  • The Job Set column shows the direct parent of each job in the process set.


Let's try to understand what we are looking at in the Processes tab. Say you're submitting a process set based on a job set called Master Import, which contains a job set and two jobs, with one of the jobs showing up twice:

  • Clean Records job (with a step ID of CleanRec1)

  • Quick Import job set (QuickImpo1), which has two jobs:

    • Import Records job (ImpoRec1)

    • Clean Records job again (CleanRec1)

This table shows what we see in the Processes tab for this example.

Job Definition Path Job Set

Clean Records


Master Import

Import Records


Quick Import

Clean Records


Quick Import

Manage Processes and View Output

After you submit a scheduled process, it can go through many statuses until it reaches a final state. This table explains the statuses you might see. The Action Required column tells you if something can be done for the process:

  • No (in progress): The process was submitted and hasn't reached a final state yet. But 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.

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, and you can't restart it.

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 with errors.

No (final)

Error Auto-Retry

The process ended with errors but will automatically run again.

No (in progress)

Error Manual Recovery

The process ended with errors and requires an administrator to move the process to a final state.



The process didn't run and its schedule already 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 kicked off can run first.

No (in progress)

Pending Validation

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

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 successfully completed.

No (final)

Validation Failed

The process failed validation.

No (final)


The process passed validation but isn't running yet.

No (in progress)


The process finished running and ended with a warning, for example, that a notification wasn't sent.

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. Processes can finish running in seconds, or a few minutes, or even longer. If something interrupts a process while it's running, for example a server restarting, then the process automatically picks up where it left off.

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 after 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. Sometimes it takes a while for a process to finish canceling. So, you can use the Actions menu to end it. The option you get depends on the process.

  • Hard Cancel: To end the process shortly after you canceled it, without waiting for the cancellation to finish 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.

Other than processing records, some scheduled processes also give you output. When you submit the process, you can select the output layout and format, and set other output options. In the Scheduled Processes work area, you can view the output and even republish it 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.

View and Republish Output

Here's what you do:

  1. Click Navigator > Tools > Scheduled Process.

  2. Find your scheduled process and, if you need to, refresh the search results to see the latest status.

  3. Select the scheduled process.

  4. Go to the Output subsection in 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. Select Export, and then select a format.

      Tip: If you want the Data format, you can just click the XML Data icon instead.

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. For process sets, you can also resubmit after changing any of the parameters or other options. These steps are for the Scheduled Processes work area, but you can resubmit in other work areas where a similar section is available.

Resubmit Processes

To resubmit scheduled processes using the same parameters:

  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.

Resubmit Process Sets

To resubmit process sets using the same or different parameters:

  1. Click Navigator > Tools > Scheduled Processes.

  2. See process details, including parameter values, for the processes that ran as part of your process set.

  3. In the Search Results table, select your process set.

  4. Click Resubmit, and you're done. Or, click the Resubmit drop-down button and select Resubmit with Changes.

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

    2. Change any of the parameters.

    3. Repeat and change parameters for any of the other processes in the process set.

    4. Define anything else as part of the submission, for example the schedule.

    5. Click Submit.

FAQs for Scheduled Processes

A scheduled process with child nodes might be a process set. The hierarchy shows you the structure of nested processes or process sets within that process set.

Or, when a scheduled process runs, it might cause other processes to run automatically, so those other processes are the child nodes under the original process.

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

Here's what you do:

  1. Click Navigator > Tools > Scheduled Processes.

  2. On the Overview page, expand the Search section and run your search.

  3. If you're happy with the search results, click the Download Results button in the Search section.

  4. In the Download Results dialog box, select the number of records you want to export.

  5. Select the Include Job's item count check box to include the This Job's Items Processed / Errors / Total column in the spreadsheet.

  6. Click Download.

Tip: If you see any difference between the spreadsheet and the Search Results table, refresh the table and then compare again.