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Schedule Job

You can schedule a report to run once or on a recurring basis. This is a scheduled job. 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. If you create one or more scheduled jobs for a report, a link displays in the Scheduled Jobs column of the Reports page. All scheduled job file names begin with the environment where the file originated, such as Production-myreport.csv or Train-myreport.csv.

Before you can create a scheduled job for a report, you must save the report for everyone in your company.

ClosedRecommendations

  • Follow our best practices for scheduled jobs.

  • Always schedule jobs to run outside these times:

    • Peak business hours.

    • Between 9:00 PM CT - 12:00 AM CT Saturday - Thursday, or 9:00 PM CT - 2:00 AM CT Friday.

  • Space out your scheduled jobs to allow sufficient time for long-running reports.

Scheduled jobs are queued. A job runs only if all other jobs scheduled prior to it are complete.

Add Scheduled Job

  1. In the report that you are editing, click Report Settings > Schedule Job.

  2. Complete the fields in the Add Scheduled Job window that opens.

    • Name: Enter a name for the scheduled job using our Recommended Naming Conventions.

    • Time Out Report after # Minutes: Enter the number of minutes you want the report to time out after if the report is taking too long to generate.

    • Schedule Disabled (run Manually): Select to deactivate, but not delete the scheduled job. You can clear this check box if you want to reactivate the scheduled job in the future. You can select this check box if you want to configure a work flow step to run a scheduled job at the beginning or end of the step.

    • Skip items unchanged from last successful run: Improves performance by only processing changed items.

    • Limit entity in workflow steps: When a report is running from a workflow step, this limits the number of entities the system looks at to just the one related to the workflow step. This improves performance by only processing the entities necessary to generate the report.

      To use this option, you must add the Entity LxID field with search/runtime filter selected for Criteria / Conditions in each report where you want to limit the entity.

    • Schedule Job: Select the interval to run the report:

      • Hourly

      • Daily

      • Weekly

      • Monthly

    • Every: Enter the secondary interval criteria. The value of the Every changes depending upon the interval you select for Schedule Job. For example, if you select Monthly from the Schedule Job field, the Every changes to a field that you can use to select which day of the month you want the report to run.

    • Starting: Enter the starting date of the schedule.You can also click Calendar A small button with a picture of a calendar on it. to open the Date Picker and select the appropriate date.

    • Run Scheduled Job As: Select the user whose security you want to use for the scheduled job.

      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. You can run a scheduled job using the security and date settings of a specific user to get greater control over the data returned by your scheduled job. This user is required to accept the End-User License Agreement before the scheduled job can run.

  3. Do one of the following:

    ClosedConfigure send Scheduled Job using SFTP

    1. Select FTP Report to.

      The SFTP fields become active, and the email fields deactivate.

      This option is selected by default.

    2. Select or clear the following check boxes:

      • Is Secure?: Select the check box if it is cleared.

      • PGP Encrypted?: Select if you want to use your public PGP Encryption key to encrypt the file prior to the file being sent to your SFTP 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.

    3. Complete these fields:

      • Server: Enter the server address.

      • Path: Enter the path, beginning with / .

      • File: Enter the name of the file being created.

        Enter {TimeStamp} in the file name, exactly as formatted in this documentation, to append a time stamp to the file name. The use of {TimeStamp} in the file name is case specific, and must be typed exactly as shown. It is also critically important for troubleshooting so that historical files can be saved rather than overwriting each other.

      • Login Name: Enter the SFTP log in name to use with the specified server.

      • Password: Enter the SFTP password to use with the specified server.

      • Private Key (for SFTP): Enter the SFTP private key to use with the specified server in openssl format.

      We recommend you use either the SFTP 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, a popular open sourced Windows application named puttygen can be used to produce a SSL key pair, but the file format it produces is not openssl and will not work with IWMS unless you convert the puttygen format into openssl format. Fortunately, puttygen has a built in conversion utility that can be accessed via its Conversions > Export OpenSSH key menu item.

      The SFTP server must be configured to accept this private key as a form of authentication, so the key pair must be installed on the SFTP server.

    4. Enter the email address you want to send failure notices to if your scheduled job does not get processed in the Email Scheduled Job failure notice to field.

    ClosedConfigure send Scheduled Job using email

    1. Select Email Report to (file will not go to FTP).

      The email fields become active, and the SFTP fields deactivate.

    2. In Email Recipient(s) (Separate multiple addresses with semicolon), enter the email addresses to send the report to.

      Separate email addresses with a semicolon.

      We recommend that you enter the email address of a distribution list rather than entering individual email addresses. Using distribution lists ensures that you do not have to change multiple scheduled jobs if your team structure changes.

    3. In Email Subject, enter the subject line of the email.

    4. In Email Scheduled Job failure notice to, enter the email address you want to send failure notices to if the scheduled job is not processed.

  4. Click Add.

    The scheduled job is listed in the table.

  5. Click Close.

  6. To save your changes, click Save in the header of the Report Builder, to the right of the report name.

ClosedEdit Scheduled Job

  1. In the report that you are editing, click Report Settings > Schedule Job.

    A window opens.

  2. Click Edit in the Actions column of the record.

    The Edit Scheduled Job window opens.

  3. Make your changes.

  4. Do one of the following:

    • Click Run Now to run the report.

      Your changes are saved. The report runs, and is sent to either your SFTP server or the email address you specified.

    • Click Update.

      The window closes.Your changes are saved.

  5. Click Close.

    The window closes.

  6. To save your changes, click Save in the header of the Report Builder, to the right of the report name.

ClosedApply Runtime Filters to a Scheduled Job

You can configure runtime filters for scheduled jobs. This enhancement means you only have to create one report for multiple scheduled job outputs. These scheduled job filters take precedence over the filters applied in the 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 uses the Schedule Job Filter criteria for Field A

    You can use this to remove a filter which has been applied to a field in the base report. To do so, change the filter criteria for the field to is any value. This removes the filter from your scheduled job output, but not 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 uses the Report Filter criteria for Field A

Scenario 3:

  • IF the report has no Report Filters for Field A

  • AND the you configure a Schedule Job Filter for Field A

  • THEN when the schedule job runs, it uses the Schedule Job filter criteria for Field A

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

  1. In the report that you are editing, click Report Settings > Schedule Job.

  2. A window opens.

  3. Click Edit in the Actions column of the record.

    The Edit Scheduled Job window opens.

  4. Click Scheduled Job Filters.

  5. Click Edit in the Actions column of a field.

    The Edit Item window opens.

  6. Apply a filter.

    To remove a filter that has been applied to the base report, change the filter criteria to is any value.

  7. 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.

  8. Click Update.

    The window closes.Your changes are saved.

ClosedRemove 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.

  1. Click Report Settings in the header of the Report Builder.

    The Report Settings menu opens.

  2. Select Schedule Job from the Report Settings menu.

    A window opens.

  3. Click Edit in the Actions column of the record.

    The Edit Scheduled Job window opens.

  4. Click Scheduled Job Filters.

    This appears at the bottom of the window. The Schedule Field Detail and Criteria window opens.

  5. Click Edit link in the Actions column of a field.

    The Edit Item window opens.

  6. Change the filter criteria to is any value.

  7. 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.

  8. Click Update.

    The window closes.Your changes are saved.

ClosedRun 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.

  1. Click Report Settings in the header of the Report Builder.

    The Report Settings menu opens.

  2. Select Schedule Job from the Report Settings menu.

    A window opens.

  3. Click Edit in the Actions column of the record.

    The Edit Scheduled Job window opens.

  4. Click Run Now.

    A window opens.

  5. Do one of the following:

    • Click Run as myself.

      The scheduled job is kicked off. Lucernex uses the security 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.

ClosedDisable Scheduled Job

You can choose to disable a scheduled job rather than deleting it. Disabling a scheduled jobs means that it will not run, but it can be re-enabled when necessary.

You might also disable a scheduled job if you want to configure a work flow step to run a scheduled job at the beginning or end of the step.

  1. Click Report Settings in the header of the Report Builder.

    The Report Settings menu opens.

  2. Select Schedule Job from the Report Settings menu.

    A window opens.

  3. Click Edit in the Actions column of the record.

    The Edit Scheduled Job window opens.

  4. Select the Schedule Disabled (run Manually) check box at the top of the window.

  5. Click Update.

    The window closes. The scheduled job is disabled.

  6. Click Close.

    The window closes.

  7. To save your changes, click Save in the header of the Report Builder, to the right of the report name.

ClosedDelete Scheduled Job

Important!

Once you delete a scheduled job, you cannot recover it. If you want to stop a scheduled job from running, you can disable it, and then re-enable it when you want to run the scheduled job again. See the Disable Scheduled Job procedures above to learn how to disable a scheduled job.

  1. Click Report Settings in the header of the Report Builder.

    The Report Settings menu opens.

  2. Select Schedule Job from the Report Settings menu.

    A window opens.

  3. Click Delete in the Actions column of the record.

    A dialog opens, asking you to confirm your choice.

  4. Click Yes.

    The dialog box closes. The scheduled job is deleted.

  5. Click Close.

    The window closes.

  6. To save your changes, click Save in the header of the Report Builder, to the right of the report name.

ClosedView Runs of a Scheduled Job

To view the details of a scheduled job run:

  1. Click Report Settings in the header of the Report Builder.

    The Report Settings menu opens.

  2. Select Schedule Job from the Report Settings menu.

    A window opens.

  3. Click View Runs link in the Actions column of the scheduled job whose runs you want to view.

    The Report Log window opens. All instances of the scheduled job being run appear in the table.

  4. To search for runs within a date range, enter the start and begin dates for your date range in the Start Time Between ____ and ____ fields.

    You can also click Calendar A small button with a picture of a calendar on it. to open the Date Picker and select the appropriate date.

    The scheduled runs within the date range you specify appear in the table.

  5. To view the details of a run:

    1. Click View link in the Actions column of the scheduled run.

      A window opens.

    2. Click Cancel once you are done viewing the details of the scheduled run.

      The window closes.

  6. To delete a run from the log:

    1. Click Delete in the Actions column of the record.

      A dialog opens, asking you to confirm your choice.

    2. Click Yes.

      The scheduled run is deleted from the Report Log.

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