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Updated on 12/10/2019
Workflow Documentation
Scheduled Tasks
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Scheduled Tasks

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You can use the Scheduled Tasks workspace to schedule tasks to run automatically on a specific schedule. You can also run a scheduled task on demand at any time.

Scheduled tasks execute a script. You must create a Scheduled Task script that performs the action you want, then use the Scheduled Tasks workspace to specify when the script should run.

To open the Scheduled Task workspace, go to Setup > Automation > Scheduled Tasks.

Before you begin

Before scheduling a task, you need to create a Scheduled Task script. For more information, see Scheduled Task Script Example.

Manage Scheduled Tasks

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Use the Scheduled Tasks workspace to create, edit, and remove scheduled tasks.

 In addition, you can: 

FOR THIS ACTIONUSE THESE STEPS

Sort the list on a column

Click the name of the column you want. 

Search existing tasks

In the Filter field, select the name of the column you want to search, then select the filter conditions and criteria.

View summary of the task execution schedule

The summary shows the number of executions that occurred, the next execution time, and the recurrence interval.

Click the arrow next to the task name.

View summary of the execution schedule for all tasks

 Click Expand All.
Edit a task

Click Edit or the task name. For descriptions of all fields and tabs, see Create a New Scheduled Task.

View or edit the script used for the task Click the script name.


The  button gives you access to the following:

  • Run: Executes the task immediately.
  • Show logs: Shows the Scheduled Task Execution Log, which provides details of each execution of the task. For more information, see Scheduled Task Execution Log.
  • Details: Shows the status, system ID, and task creation and update details.  
  • Download data: Exports data for backup or import into another tenant. A Workflow Backup file (WFB) downloads with your project. You can then import the file into another tenant using the Migration Manager 
  • Delete: Deletes the task. You cannot delete objects that are used in default settings, or objects that are in use.

Create a New Scheduled Task

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Before creating a scheduled task, you must create a Scheduled Task script. For more information, see Scheduled Task Script Example

To create a scheduled task:

  1. In the Scheduled Tasks workspace, click Add New.
  2. On the General Info tab, provide the following information:
  • Name: A unique name for the task.
  • System ID: An automatically generated unique identifier. You can change the system ID by selecting the pencil icon. Use caution when changing the ID as it can affect existing scripts associated with the task. For more information, see System ID.
  • Is Task Active?: Clear the Active checkbox if you do not want the task to execute per schedule.  
  • Send system notifications: To send system notifications when the scheduled task updates a case, select the Yes checkbox. When selected, standard system notifications are sent for case updates. When not selected, no notifications are sent and you can define the notifications in the script.
  •  Script: Select the script to execute when the task runs. The list shows all scripts of the Scheduled Task type.
  • Description: Optionally, add a description to use as an internal note.
  1. Click Next.
  2.  On the Recurrence tab, select the recurrence frequency in the How often should the task occur? list, then select the schedule options.
    The options vary, depending on the selected frequency. You can click Refresh to preview the upcoming schedule based on your settings. For more information and examples, see Recurrence Options.
  3. Click Next.
  1. On the Start & Stop tab, select the start and end dates for the task execution.
  1. Click Save.

Recurrence Options

Note that schedules use server time. The server time is displayed at the top of the page.

Monthly

Monthly tasks are executed once a month or less frequently. To set up a monthly recurrence, do the following:

  1. Enter a value for Every [X] Month(s)
  2. Select either On a specific day or days or On Nth days, then select the days you want.
  3. In the What time of day should the task run? list, select the time the task should run.  
    If 00:00 is selected, the task will run at midnight.

Examples

The following table shows some examples of a monthly schedule.

Every 1 Month(s)
On specific days: 1, 15
Run time: 06:00


The task will execute every month on the 1st and the 15th  of every month at 06:00

If the run time on the 1st  of the month has passed when the task is created, the first execution will occur on the 15th  of the current month.

If the run time on both the 1st  and the 15th  has passed when the task is created, the first execution will occur on the 1st  of the following month.

Examples:

If the task is created at 05:00 on June 1, 2018, the execution schedule will be:

  • June 1, 2018
  • June 15, 2018
  • ...

If the task is created at 07:00 on June 1, 2018, the execution schedule will be:

  • June 15, 2018
  • July 1, 2018
  • ...

If the task is created on June 16, 2018, the execution schedule will be:

  • July 1, 2018
  • July 15, 2018
  • ...

Every 3 Month(s)
Nth day: 1st, M
Execution time: 22:00

The task will execute on the first Monday of every third month at 22:00. 

If the execution time on the 1st  Monday of the current month has passed when the task is created, the first execution will occur on the first Monday of the following month, then every three months after that.  

Examples:

If the task is created on Friday, June 22, 2018, the execution schedule will be:

  • Monday, July 2, 2018
  • Monday, October 1, 2018
  • ...

If the task is created at 23:00 on Monday, June 4, 2018, the execution schedule will be:

  • Monday, July 2, 2018
  • Monday, October 1, 2018

If the task is created at 20:00 on Monday, June 4, 2018, the execution schedule will be:

  • Monday, June 4, 2018
  • Monday, September 3, 2018
  • ...


Weekly

Weekly tasks are executed once a week or more or less frequently. To set up a weekly recurrence, do the following: 

  1. Enter a value for Every [X] Week(s)
  2. Select the day of the week the task should run.
  3. In the What time of day should the task run? list, select the time the task should run. 
    If 00:00 is selected, the task will run at midnight.

Examples

The following table shows some examples of a weekly schedule.

Every 2 Week(s)
Days: M, F
Execution time: 12:00

The task will execute every two weeks on Monday and Friday at 12:00.

If the execution time has passed when the task is created, the first execution will occur on next scheduled occurrence.

Examples:

If the task is created on Friday, June 8, 2018 at 10:00, the schedule will be:

  • Friday, June 8, 2018
  • Monday, June 18, 2018
  • Friday, June 22, 2018
  • ...

If the task is created on Friday, June 8, 2018 at 13:00, the schedule will be:

  • Monday, June 11, 2018
  • Friday, June 15, 2018
  • Monday, June 25, 2018
  • ...


Daily

Daily tasks are executed once a day or less frequently. To set up a daily recurrence, do the following: 

  1. Enter a value for Every [X] Day(s)
  2. In the What time of day should the task run? list, select the time the task should run. 
    If 00:00 is selected, the task will run at midnight.

Examples

The following table shows some examples of a daily schedule.

Every 1 Day(s)
Execution time: 12:00

 

The task will execute every day at 12:00.

If the execution time has passed when the task is created, the first execution will occur on next scheduled occurrence.

Examples:

If the task is created on June 8, 2018 at 10:00, the schedule will be:

  • June 8, 2018
  • June 9, 2018
  • June 10, 2018
  • ...

If the task is created on June 8, 2018 at 13:00, the schedule will be:

  • June 9, 2018
  • June 10, 2018
  • June 11, 2018
  • ...


Hourly

Hourly tasks are executed once an hour or less frequently all day or during specific hours of the day. To set up an hourly recurrence, do the following: 

  1. Enter a value for Every [X] Hour(s)
  2. To run the task on specific days, select either Run on specific days of the week and select the day.
  3. To run the task during specific hours, select Run on during specific hours of the day and select the range of hours. Note that the hours specify a range, not specific hours. For example, if you select 01:00 and 04:00, the task will run at 01:00, 02:00, and 03:00, not at 01:00 and 04:00.
  4. In the What minute of the hour should the task run? list, select the minute of the hour the task should run.

Examples

The following table shows some examples of an hourly schedule.

Every 3 Hours(s)
Days: M, F
Run time: Any time
Minute of the hour: 30

 

 

The task will execute on Mondays and Fridays, on the 30th minute of every 3rd hour.

Example:

If the task is created on Thursday,  June 21, 2018, the schedule will be:

  • Friday, June 22, 2018
    • 00:30
    • 03:30
    • 06:30
    • ...
  • Monday, June 25, 2018
    • 00:30
    • 03:30
    • 06:30
    • ...