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Managing Scheduled Tasks
Who is this article for?Administrators managing the system.
Scheduled Tasks Administration access is required.
Scheduled Tasks allow you to manage the automated processes or system actions, that run behind the scenes on your server. These tasks decide when they will run and define the range of system objects they affect.
This article walks you through the process of adding, editing, and removing scheduled tasks.
1. Accessing Scheduled Tasks
To access Scheduled Tasks:
- Open the Administration module.
- Click Scheduled Tasks.
You will be taken to the list of all Scheduled Tasks running on your system.
In addition to Scheduled Tasks created by Administrative users, there is a separate set of automatic Scheduled Tasks triggered by user actions.
Ideagen Quality Management indexes documents and workflows separately, so we suggest setting up two Scheduled Tasks for the Ideagen Quality Management Document and Workflow Indexer and set one to index just documents and one for just workflows. This also helps if you have a much larger number of documents in comparison to workflows.
Below is a list of all Task types you can set up.
|
Action |
Description |
|---|---|
|
Archived Revision Watermarking |
|
|
Data Copier |
Workflow automation option that pushes data from one workflow instance to another related workflow instance. This Scheduled Task is automatically generated when setting a workflow definition to use the Data Copier capability. |
|
Document Automation |
Updates automatic headers and footers and embedded document variables. A new PDF file is created each time document automation is run on files where Ideagen Quality Management generates the PDF. This Scheduled Task is created automatically when you trigger document automation in one of the following ways: publishing a document, releasing a document, or running document automation from the Documents Tree. Since this is an automatic Scheduled Task, it is not necessary to create it manually. You can, however, run document automation on specific system objects directly from the Scheduled Tasks page. Just enter the ID# of the desired folder or document in the arguments field. You can even have document automation run on your entire tree structure once a day. Just set the Frequency to Daily and enter the ID (-1) of your organization's root folder (the top folder in the Documents Tree) in the Arguments field. Note: If you have a large number of documents we do not recommend running document automation on the entire Documents Tree during a time when users are actively using Ideagen Quality Management. |
|
Folder Archived Revision Watermarking |
|
|
Folder Document Automation |
|
|
Form Filler |
|
|
Process Audit Events |
|
|
Directory Cleaner |
Saves server space by deleting temporary files and log files older than seven days. This Scheduled Task is not included by default, and must be set up manually. We recommend setting the Frequency to Weekly. |
|
Document and Workflow Expiration |
Checks for and executes scheduled Document and Workflow expirations. |
|
Email Reminders |
Sends Email Reminders for tasks that are overdue or about to come due. Note: Even if a task is overdue, the Email Reminder for that task does not go out until this Scheduled Task runs. To have Ideagen Quality Management send Email Reminders in a more timely manner, increase the task' frequency. |
|
Report Emailer |
This task is created automatically when you schedule a report to be emailed to other users. For more information, see Emailing reports. |
|
Tamper Flag Updater |
Resets the Tamper Flag on selected documents and/or folders when the Reset Tamper Flag document control action is performed. |
|
Wait on Workflow |
|
|
Workflow Instance Importer |
|
|
Workflow Launcher |
Initiates new workflow instances from a specific point in a Parent workflow instance, copying data between fields where the same fields are used on the Parent and the Child workflow definitions. This Scheduled Task is automatically generated when setting a workflow definition to use the workflow Launcher capability. Note: This does not launch a new workflow on the scheduled time unless it's part of a Parent workflow at the time it transitions to the workflow Launcher Automation step. |
|
Analytics Heartbeat* |
Sends anonymous data to Ideagen Quality Management, Inc. about the most commonly used "@companyname.com" email domain configured for users, to improve Support Effectiveness. This hourly task does not send the full email address of any user, only everything after the "@" symbol. |
|
Analytics Version* |
Sends anonymous data to Ideagen Quality Management, Inc. about the system's version number and license key, to improve Support Effectiveness. This task occurs daily. |
|
Document and Workflow Indexer* |
Collects information about the content of documents and workflows for searching and reporting. If you run a search that does not return correct results for recently created or modified documents, the Indexer has most likely not run recently. Because it tends to make high demands on system resources, the Indexer is usually scheduled to run once a day after working hours. Note: If you'd like to schedule the Indexing of documents separately from workflows, configure an extra Scheduled Task. Change the Arguments for one to use "document" and the other "workflow" (no spaces and without quotation marks). |
|
Email Sender* |
Sends Email Actions to notify user of new tasks, events, and user actions. |
|
Workflow Action Executor* |
Separate Automation steps specifically for workflows are triggered by this Scheduled Task. These actions can then be added to the Automation step of a workflow definition. When the workflow is processed to the Automation step, it remains there until the Scheduled Task triggers the Automation step to run. See workflow definitions for more information. |
2. Adding a Scheduled Task
To add a Scheduled Task:
- Access the Administration module.
- Select Scheduled Tasks.
- Scroll to Add Scheduled Task section.
- Enter a Task Name.
- Set Next Execution Date.
- Define Frequency.
- Select the Action to be triggered.
- Add Arguments (optional).
- Click Add Scheduled Task.
3. Editing a Scheduled Task
To edit a Scheduled Task:
- Find the Task in the list.
- Click Edit in its row.
- Make required changes.
- Click Update.
4. Removing a Scheduled Task
To remove a Scheduled Task:
- Find the Task in the list.
- Click Remove in its row.
This will generate a browser pop up. - Click OK.
Critical default Tasks, such as Send System Email and Workflow Action Executor cannot be deleted.