Schedule Job Tab - Import Data

Scheduled jobs are reports that are configured to run at a certain time. Your organization may use scheduled jobs to generate and send reports using email or SFTP. Scheduled jobs may also be used by your organization to transfer data in and out of the Lucernex. The Schedule Job tab is typically used to manage recurring scheduled jobs of imported data.

When an import scheduled job is scheduled to run periodically, such as weekly and several files are dropped on the SFTP during that period, Lucernex imports the files in alphabetical order.

To navigate to the Schedule Job tab:

Click Admin in the toolbar in the upper-right corner of the window.

The System Administrator Dashboard page opens.
Click Import Data link in the Company Administration column.

The Import Data page opens.
Select the Schedule Job tab.
Follow a procedure below.

Scheduled Job Best Practices

We recommend the following best practices when utilizing scheduled jobs:

Have a separate file structure for both test and production files so that if you need to test you are not sending the files to your production folders.
Create individual folders in your FTP site for each of your integrations. An example of our ideal setup is listed below:
- SFTP Root
  - Lx Checks
    - Logfile
    - Processed
  - Lx Sales
    - Logfile
    - Processed
  - Lx to AP Rent
    - Logfile
  - Lx to AP SL
    - Logfile
  - Lx Vendor
    - Logfile
    - Processed
In the list above, you can see that each integration has its own root folder. In the root folder, we recommend you have a sub folder called Logfile where our log files would be placed. For inbound integrations, we would also recommend a sub folder named Processed to which processed files would be moved once they were imported.

We strongly recommend that you use time stamps for each file. It is important for troubleshooting that historical files are saved rather than one file being continually overwritten. Precise file names also add an additional layer of security.
Don't schedule jobs to run during peak business hours.
Don't schedule jobs to run between 9:00 PM CT - 12:00 AM CT Saturday - Thursday, or 9:00 PM CT - 2:00 AM CT Friday.
Scheduled jobs are queued, and a job will run only if all other jobs scheduled prior to it have been completed. We recommend that you space out your scheduled jobs, and allow ample time for long-running reports.

Add Scheduled Job

To add a scheduled job:

Click Add Scheduled Job in the lower-right corner of the Scheduled Jobs table.

The Add Scheduled Job window opens.
Enter a name for the scheduled job in the Name field.

To learn our recommendations for naming scheduled jobs, please see our Naming Conventions in Lucernex walkthrough.
Select how often you would like the scheduled job to run from the Schedule Job field.
Do one of the following:
- (Hourly, Daily, Weekly intervals only) Enter the numeric interval for how often you want the scheduled job to run in the Every field.
- (Monthly intervals only) Select what day of the month you want the scheduled job to run from the Every field.
Enter the date you want the scheduled job to start in the Start Time field.

You can also click Calendar to open the Date Picker and select the appropriate date.
Select the time you want the report to run using the Starting fields and options.
Select the user whose security you want to use for your scheduled job from the Run Scheduled Job As field.

By default, scheduled jobs are run using the security settings of an Lx Administrator, so that all applicable data in your Lucernex firm is returned. This setting allows you to run a scheduled job using the security and date settings of a specific user. This gives you greater control over the data that is returned by your scheduled job. This user is required to accept the End-User License Agreement before the scheduled job can be run.
Select or clear the following check boxes:
- Is Secure?: Select if using Secure File Transfer Protocol (SFTP). Clear if using FTP.
- PGP Encrypted?: Select to use your public PGP Encryption key to encrypt the file prior to the file being sent to your FTP server.
  
  You can enter your public PGP Encryption Key on the Admin > Manage Company > PGP page. If you want to use an alternative PGP encryption key for this scheduled job, select the alternate key from the menu to the right of the PGP Encrypted? check box. By default, this menu is set to Company Default PGP Key.
Complete these fields:

We recommend you use either the FTP Password or the Private Key field, but not both. If specified, the private key serves the same role as a password. There are many tools that can be used to create a SSL key pair, but IWMS can only accept openssl formatted private keys.

For example, you can use an open sourced Windows application such as puttygen to create an SSL key pair. The file format it produces is not openssl and does not work with IWMS unless you convert the puttygen format into openssl format using its built in conversion utility from the Conversions > Export OpenSSH key option.

You must configure SFTP server to accept this private key as a form of authentication, so the key pair must be installed on the SFTP server:
- Server: Server address
- Parent Directory: Path beginning with / .
- File: Name of the file to be created.
  
  Enter {TimeStamp} to append a time stamp to the file name. You must enter {TimeStamp} exactly as shown here. Adding this prefix helps troubleshooting so that a history of files is saved rather than the fil being overwritten.
- Input Folder: Name of the folder where the system will find the files that need to be processed.
- Output Folder: Name of the folder to which the system will move processed files after processing.
- Log Folder: Name of the folder where the system will save log files after the scheduled job has been processed.
- Login Name: FTP/SFTP log in name to use with the specified server.
- Password: FTP/SFTP password to use with the specified server.
- Private Key (for SFTP): SFTP private key in openssl format to use with Server.
Enter the email address you want to result notices to in the Email results to field.

Separate multiple emails with commas.
If you want to receive an email notification when the scheduled job is processed successfully, select Email results when successful.

The email will be sent immediately after the scheduled job is complete. This option is disabled by default to ensure that unwanted emails are not generated.
Click Add.

The window closes. The scheduled job appears in the table.

The "Unable to connect to FTP/SFTP server" error message means that Lucernex was unable to connect with your server. If you receive this error message, validate your server information. If you have validated your server information and you are still receiving this error, contact your Lucernex representative.

Edit Scheduled Job

Apply Runtime Filters to a Scheduled Job

You can now configure runtime filters for scheduled jobs. These scheduled job filters take precedence over the filters applied in a report. For example:

Scenario 1:

IF the report has Report Filters for Field A
AND the user configures a Schedule Job Filter for Field A
THEN when the schedule job runs, it will use the Schedule Job Filter criteria for Field A

Note:
You can use this functionality to remove a filter which has been applied to a field in the base report. Simply change the filter criteria for the field to is any value. This will remove the filter from your scheduled job output, but it will not remove it from the base report.

Scenario 2:

IF the report has Report Filters for Field A
AND there are no Schedule Job Filters applied to Field A
THEN when the schedule job runs, it will use the Report Filter criteria for Field A

Scenario 3:

IF the report has no Report Filters for Field A
AND the user configures a Schedule Job Filter for Field A
THEN when the schedule job runs, it will use the Schedule Job filter criteria for Field A

When a field is removed from a report, any Schedule Job Filters will be automatically removed from the scheduled job.

To apply a schedule job filter:

Click Edit in the Actions column of the record.

The Edit Scheduled Job window opens.
Click Scheduled Job Filters.

This appears at the bottom of the window. The Schedule Field Detail and Criteria window opens.
Click Edit link in the Actions column of a field.

The Edit Item window opens.
Apply a filter.

Learn how to apply a filter. To remove a filter that has been applied to the base report, change the filter criteria to is any value.
Click Update.

The window closes.
Click Update.

The window closes. Your changes are saved.

Remove Filters applied to Base Report from Scheduled Job

You can remove field-level filters from a scheduled job without removing them from the report the scheduled job is based on.

To remove field-level filters from a scheduled job:

Click Edit in the Actions column of the record.

The Edit Scheduled Job window opens.
Click Scheduled Job Filters.

This appears at the bottom of the window. The Schedule Field Detail and Criteria window opens.
Click Edit link in the Actions column of a field.

The Edit Item window opens.
Change the filter criteria to is any value.
Click Update.

The window closes. A blue pencil icon appears in the Criteria column for the field to indicate that the filter has been changed.
Click Update.

The window closes. Your changes are saved.

Run a Scheduled Job

You can test the configuration of your scheduled jobs from the Edit Scheduled Job window. The Run Now will kick off the scheduled job immediately.

To run your scheduled job:

Click Edit in the Actions column of the record.

The Edit Scheduled Job window opens.
Click Run Now.

A window opens.
Do one of the following:
- Click Run as myself.
  
  The scheduled job is kicked off. Lucernex uses the security and date settings of your user profile to run the scheduled job.
- Click Run as configured member.
  
  The scheduled job is kicked off. Lucernex uses the security and date settings of the member you selected from the Run Scheduled Job As field to run the scheduled job. This user is required to accept the End-User License Agreement before the scheduled job can be run.
  
  If you want to test your schedule job by running it as an Lx Administrator, remove the configured Run Scheduled Job As member and then click Run Now.

Disable / Re-Enable Scheduled Job

Instead of deleting a scheduled job—which removes the scheduled job permanently—you can disable a scheduled job until you are ready to re-enable it.

To disable or re-enable a scheduled job:

Click Edit in the Actions column of the record.

The Edit Scheduled Job window opens.
Do one of the following:
- Select the Disabled check box to disable the scheduled job.
- Clear the Disabled check box to re-enable the scheduled job.
Click Update.

The window closes. Your scheduled job is saved.

The "Unable to connect to FTP/SFTP server" error message means that Lucernex was unable to connect with your server. If you receive this error message, validate your server information. If you have validated your server information and you are still receiving this error, contact your Lucernex representative.