Follow

Scheduled Jobs

Contents

1. Introduction

Scheduled jobs allow specific jobs to be scheduled for running at time intervals. This is configured by WorkPoint adminsistrators.

2. Accessing the scheduled jobs page

The page for configuring and setting up scheduled jobs can be accessed from the WorkPoint Administration:

  1. On the WorkPoint solution, click the "Home" button.
  2. Click the cog icon at the bottom of the side panel to access the WorkPoint Administration.
  1. In the WorkPoint Administration, click the "Scheduled Jobs" menu item from the left side menu. This takes the user to the following page for Scheduled Jobs:

From the page in the image above, users can schedule various types of jobs. These jobs, as well as best practices for each type of job are explained in the following section.

3. Types of jobs available for scheduling

This section explains the different types of jobs users can schedule as well as some best practices.

   3.1. Schedule New Full Security Replication

A full security replication will replicate all defined security rules onto the solution. This job can only be scheduled as a one time action, and can be performance heavy.

  1. Type in the specific time at which the Full Security Replication job should run.
  2. Alternatively, click the calendar-icon to use the calendar date and time-picker.
  3. Use the date and time-picker to select a date.
  4. Click the clock-icon to select a time for when the job should run.
  5. When satisfied with the configuration, click the "Save" button.

WorkPoint recommends not scheduling this job for when the system is in use. An example of an optimal time for running this job is during weekends or holidays when there are only a few active users.

   3.2. Schedule New Incremental Security Replication

Incremental security replication jobs replicate only security rules where entities have been modified from when the job last ran onto the solution at given time intervals. The job evaluates a change log to find which security rules were changed since last iteration, and replicates only these settings. This results in a vastly less taxing operation performance-wise than a full security replication.

  1. Select an interval for when to run the incremental security replication job.
  2. Select a frequency for when to run the incremental security replication job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the incremental security replication job once every 24 hours, starting from the 8th of August 2019 at 01:00.

WorkPoint recommends not using this job unless the system uses manual security. This job also requires activation from WorkPoint. Contact WorkPoint Support for information about unlocking this job at support@workpoint.dk. If utilization of this job is strictly necessary, it should be run once every 15 minutes or higher intervals.

   3.3. Schedule New Email Manager Full Synchronization

Email Manager keeps record of all entities on the associated WorkPoint solution. This means that Email Manager contains a database of all the same entities of a WorkPoint solution as the solution itself. It uses this information to keep track of emails on entities.

A full synchronization of Email Manager synchronizes all entities from the WorkPoint solution to Email Manager. This can be a quite taxing operation as all entities are processed by the system. This feature should therefore only be run when necessary.

An example of a scheduled job configuration for a full synchronization of Email Manager could look like this:

  1. Select an interval for when to run the Full Email Manager synchronization job.
  2. Select a frequency for when to run the Full Email Manager synchronization job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the Full Email Manager synchronization job once every day, starting from the 7th of August 2019 at 02:00.

WorkPoint recommends running the Email Manager Full Synchronization job once every day.

   3.4. Schedule New Email Manager Partial Synchronization

Email Manager keeps record of all entities on the associated WorkPoint solution. This means that Email Manager contains a database of all the same entities of a WorkPoint solution as the solution itself. It uses this information to keep track of emails on entities.

The partial synchronization job for Email Manager differs from the full synchronization job in that the partial job only synchronizes entities that have changed since the job last ran. This is a less taxing job on the system performance-wise than the full synchronization job.

  1. Select an interval for when to run the Partial Email Manager synchronization job.
  2. Select a frequency for when to run the Partial Email Manager synchronization job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the Partial Email Manager synchronization job once every 5 minutes, starting from the 7th of August 2019 at 06:00.

WorkPoint recommends running the Email Manager Partial Synchronization job once every 15 minutes.

   3.5. Schedule New Email Manager Maintenance

All e-mails in Email Manager which are not located in at least one journal is considered to be in the "archive" of Email Manager. Moving e-mails from the archive to the recycle bin, and deleting e-mails from the recycle bin are jobs that can be included in the scheduled maintenance job for Email Manager. You can read more about Email Manager maintenance in the "Right to be forgotten" section of the Governance and Compliance in Email Manager article, located here.

En example of a scheduled job for Email Manager maintenance could look something like this:

  1. Select an interval for when to run the Email Manager Maintenance job.
  2. Select a frequency for when to run the Email Manager Maintenance job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the Email Manager Maintenance job once every hour, starting from the 7th of August 2019 at 04:00.

WorkPoint recommends running the Email Manager Maintenance job once every hour.

   3.6. Schedule Aggregations

Data aggregation is used for summarizing data from an entity onto that entity’s module master page. You can read more about Data Aggregation here. Typical uses of this job are aggregations relating to time. An example could be to aggregate if tasks for entities are overdue.

Data aggregation can be scheduled as a job with a time interval:

  1. Select an interval for when to run the data aggregation job.
  2. Select a frequency for when to run the data aggregation job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the data aggregation job once every hour, starting from the 7th of August 2019 at 06:00.

WorkPoint recommends scheduling this job to run once every 24 hours (once a day)

   3.7. Schedule Dynamic Site Creation

The Dynamic Site Creation feature allows the system to create sites for certain entities on business modules dynamically with a timer job, which can be scheduled or manually started. You can read more about dynamic site creation here,

Dynamic site creation can be scheduled as a job with a time interval:

 

  1. Select an interval for when to run the dynamic site creation job.
  2. Select a frequency for when to run the dynamic site creation job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the dynamic site creation job once every 12 hours, starting from the 7th of August 2019 at 01:00.

WorkPoint recommends scheduling this job to run once every 24 hours (once a day)

   3.8. Schedule Penneo Digital Signature

Penneo is a service for digital signature that is integrated with WorkPoint. You can read more about the integration of Penneo Digital Signature in WorkPoint here. The scheduled job for Penneo checks to see if there are any documents that have been checked out for signature that needs to be sent back.

A configuration of a scheduled job for Penneo Digital Signature could look something like this:

  1. Select an interval for when to run the Penneo Digital Signature job.
  2. Select a frequency for when to run the Penneo Digital Signature job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the Penneo Digital Signature job once every hour, starting from the 7th of August 2019 at 06:00.

WorkPoint recommends scheduling this job to run once every 24 hours (once a day)

   3.9. Schedule Audit Log

The audit log records audit log data per document library. This makes it possible to e.g. monitor which users have opened or shared certain documents and much more. You can read more about the audit log feature here.

WorkPoint's audit log extends SharePoint's own audit log. SharePoint's audit log stores data for 3 months, while WorkPoint's audit log stores data potentially indefinitely in some Azure storage. WorkPoint's scheduled audit log job pulls data from SharePoint's audit log into WorkPoint's audit log so that all data is stored, and this job can be scheduled with a time interval:

  1. Select an interval for when to run the Audit Log job.
  2. Select a frequency for when to run the Audit Log job.
  3. Select a start date and time for when the job should start by typing in a date and time in [DD/MM/YYYY HH:mm] format.
  4. Alternatively to typing in a date, click the calendar-icon and select a date.
  5. Click the clock icon to select a time for the start date and time.
  6. When satisfied with the configuration, click the "Save" button.

The configuration in the image will make the system perform the Audit Log job once every hour, starting from the 7th of August 2019 at 04:00.

WorkPoint recommends scheduling this job to run once per hour.

   3.10. Schedule Site Maintenance

We have an individual article regarding the scheduling of Site Maintenance, which can be found here.

Have more questions? Submit a request