Tasks
Overview
Tasks are used to make SSP 7 execute certain activities on regular timeframes. Tasks are used for a variety of functions:
Send Emails. Email that SSP 7 needs to send out, are collected in the SSP 7 database and send in batch on regular timeframes. This tasks checks in the database which emails need to be sent and processes these.
Update Datastore parameters. All parameters in the Data Store are cached in the SSP 7 database. Also values from external sources have a local copy. This task refreshes the data in the SSP 7 cache every time it is executed. It is advised to schedule this task on times with limited user loads.
Import My Items. The MyItems database is refreshed with external source data.
Check Wait Steps. Wait steps put a process in sleep mode, until the condition set in the wait step becomes true. This task will trigger the condition checks of the wait steps.
Create Reminders. Process steps that have a deadline configured, will also get reminders sent out. The task generates email messages for the steps that need reminders.
Synchronize Persons. This task triggers the synchronize query and will load the persons from the external database into SSP 7. It is advised to schedule this task on times with limited user loads.
Synchronize Person data from SD45/SM7. Where the previous task only loads the basic user information from the source with persons, this task will load all custom user fields for each person. Be aware that ALL custom person fields will be refreshed for ALL persons in the database, including LDAP and datastore fields. That can make this task take a reasonable amount of time to complete and use a lot of resources.
WorkFlow reporting. Processes that have reporting steps defined will be checked when this task is executed.
Retry external calls. This task is used to retry the creation or update of external adapter entities. This task should only be used when the retry count is set in the adapter settings.
Refresh granular ticket access cache. For performance reasons the granular ticket access information is being cached by the SSP7 application. This task should be scheduled when granular ticket access is used.
Submit auto-forms. In case auto-forms are defined, this task makes sure these forms are submitted on the scheduled times.
Auto Import Datastore Parameters. Automatically import the datastore parameters
Cleanup custom viewstate. Cleanup the custom view state which is stored in the database
Maintain indexes. Maintain the database indexes if it is not configured in a maintanence plan on database level
Generate automated reports. Generate the automated reports and email them
Import Items. Import the new items which are configured
Process the service trigger instances in service catalog.
Process workflow queue. Import the workflow processes
Read mailbox. Read the mailbox which is configured and create the tickets
Refresh Dashboard Reports. Refresh all dashboard reporting pages with the new data
Reload Datastore Parameters. Reload all datastore parameters as they are configured for each parameter
Reporting dashboard Matrices. Update the matrices used by the dashboard reporting application
Scrub Items. Go over all items as defined in the scrubs
Submit auto-forms. Submit the auto-forms which have passed its due date
Submit Delayed Forms. Submit the forms which have passed its due date
Scheduler
The scheduler application is used to trigger tasks. The application should be executed by a Windows Scheduled Task. The interval between the executions of the SSP 7 Scheduler can be configured in the Windows Scheduled task. It should be set to a frequency less or equal to the most frequent task. Tasks will only be triggered on a frequency equal or lower than the scheduler.
Make sure that the scheduler is configured correctly, as this application is making use of separate configuration files. For more information on the setup, please refer to the installation guide.
Define Tasks
In the General Settings of a Task, information on how to trigger the task can be defined.
Title : Define the name of the Task.
Assembly Name : Select which of the SSP applications should be executed. The following options are available:
SMTX.Common.BL.dll : Use this option to trigger the Common Application
SMTX.Forms.BL.dll : Use this option to trigger the Forms Application
SMTX.Workflow.BL.dll : Use this option to trigger the Workflow Application
SMTX.Webstore.BL.dll : Use this option to trigger the Webstore Application
SMTX.eCar.BL.dll : Use this option to trigger the eCar Application
Class Name (Include namespace) : Define which Class within the application should be executed. These class names are predefined for the standard tasks. Please contact SMT-X if additional tasks or classes need to be added.
Method Name : Define which method within the Class should be triggered.
Input Parameter String : Define what values should be given to the method as parameters.
The table below shows all tasks with settings that can be used:
Archive tickets
Removes tickets that meet the archive criteria from the main database and copied them into the archive database
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.ArchiveTickets
Run
Auto Import Datastore Parameters
Refreshes datastore parameters that have an automatic import scheduled
SMTX.Common.BL.dll
SMTX.Common.Classes.DataStoreHelper
autoImportParameters
Check wait steps
Goes over all open wait steps to see if their condition is true. When true, the task will process the steps after the wait step.
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.CheckWaitSteps
Run
Clean up logs
Cleans log files generated by the webserver
SMTX.Common.BL.dll
SMTX.Common.BL.MyClasses.Tasks.CleanUpLogs
Run
12
Clean up the studio application task logs
Cleans the logs generated by Studio apps
SMTX.Studio.BL.dll
SMTX.Studio.BL.MyCode.Tasks.CleanUpTasksLogs
Run
Cleanup the event entry table
Clears events from the event table to avoid unlimitted database growth
SMTX.Common.BL.dll
SMTX.Common.BL.MyClasses.Tasks.CleanUpEventEntries
Run
Cleanup web service logs
Cleans webservice logs, based on the time configured in the webservice
SMTX.Common.BL.dll
SMTX.Common.BL.MyClasses.Tasks.CleanUpWsCallLogs
Run
Clear is submitting flag for tickets
When tickets crash, their issubmitted flag remains true. This task resets the flag, to be able to retry the submit of a crashed tickets
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.ClearIsSubmittingFlag
Run
Clear ticket assigned to person when no member of assigned group
Clean up of ticketing assignments
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.DatabaseGeneric.MyCode.Tasks.ClearTicketAssignedToPersonWhenPersonIsNoMemberOfGroup
Run
Create reminders
Checks for steps that have pending actions for which the threshold has expired. This task will send the email notifications.
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.CreateReminders
Run
Generate automated reports
Configured reports get generated and send to receivers
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.AutoReporting
Run
Import Items
Checks if there are imports for MyItems that need to be processed
SMTX.Webstore.BL.dll
SMTX.Webstore.BL.MyClasses.Tasks.importItems
Run
Import Persons
Imports all person data from the sources configured on person data
SMTX.Common.BL.dll
SMTX.Common.BL.MyClasses.Tasks.ImportPersons
run
Maintain indexes
Refreshes database indexes for optimize database performance
SMTX.Common.BL.dll
SMTX.Common.BL.MyClasses.Tasks.MaintainIndexes
Run
Maintain the search indexes in service catalog
Refreshes the Lucene index for service catalog search function
SMTX.ServiceCatalog.BL.dll
SMTX.ServiceCatalog.BL.MyCode.Tasks.MaintainSearchIndexes
Run
Process the expired review cycles in service catalog
Checks for expired review cycles and starts configured processes
SMTX.ServiceCatalog.BL.dll
SMTX.ServiceCatalog.BL.MyCode.Tasks.AddServiceReviewCycleExpiredTriggers
Run
Process the service trigger instances in service catalog
Checks for services that have triggered events and starts configured processes
SMTX.ServiceCatalog.BL.dll
SMTX.ServiceCatalog.BL.MyCode.Tasks.ProcessServiceTriggerInstances
Run
Process the template field changes in service catalog
Check for changes in templates and applies does to previously created services
SMTX.ServiceCatalog.BL.dll
SMTX.ServiceCatalog.BL.MyCode.Tasks.ProcessTemplateFieldDependencies
Run
Process workflow queue
Imports processes
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.ProcessWorkflowQueue
Run
Read mailbox
Reads emails from all configured inbound mailboxes
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.MailboxReader
Run
Refresh granular ticket access cache
Refreshes the cache for granular ticket access. As this type of access would take too much time to process real-time, this tasks caches the access rights in the database.
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.RefreshProcessInstanceGranularTicketAccessCache
Run
Reload Datastore Parameters
Checks for datastore parameters that need to be refreshed and will do the refresh for those.
SMTX.Common.BL.dll
SMTX.Common.Classes.DataStoreHelper
reloadParameters
Remove process instances based on removal date
Remove process instances that have a delete date configured. These tickets are NOT copied to archive)
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.RemoveProcessInstances
Run
Restart failed tickets
Restarts hanging or failed processes
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.RestartFailedTickets
Run
Retry external calls
In case external web service calls have failed and retry is configured, this task will try again to execute failed tasks.
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.RetryExternalCalls
Run
120
Run the studio application tasks
Runs all tasks configured in Studio
SMTX.Studio.BL.dll
SMTX.Studio.BL.MyCode.Tasks.RunTasks
Run
Scrub Items
Executed scrub actions on My Items
SMTX.Webstore.BL.dll
SMTX.Webstore.BL.MyClasses.Tasks.scrubItems
Run
Send emails
Sends out emails in the email queue
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.SendEmails
Run
Start deadline reminder tickets - special reminder script
Sends reminders for processes that run into their deadline date
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.StartDeadlineReminderTickets
Run
Submit auto-forms
Submits auto forms that have been scheduled to be submitted on scheduled times
SMTX.Forms.BL.dll
SMTX.Forms.BL.MyCode.Tasks.SubmitAutoForms
Run
Submit Delayed Forms
Forms that have a delayed submit configured, get submitted with this task
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.SubmitDelayedForms
Run
Synchronize Persons
Imports basic person data from the external source.
SMTX.Common.BL.dll
SMTX.Common.BL.MyClasses.Tasks.SynchronizePersons
run
Update MyItems Dashboard
Refreshes the data on dashboards configured in MyItems
SMTX.Webstore.BL.dll
SMTX.Webstore.BL.MyClasses.Tasks.updateMyItemsDashboard
Run
Workflow reporting
Generates reports that are configured and scheduled on processes.
SMTX.Workflow.BL.dll
SMTX.Workflow.BL.MyCode.Tasks.Reporting
Run
Watchdog options
Warn if not started in last : Define the threshold for receiving a warning from the watchdog service in case the threshold is broken.
Warn if not ran in last : Define the threshold for receiving a warning from the watchdog service in case the threshold is broken.
Warn if running longer than : Define the threshold for receiving a warning from the watchdog service in case the threshold is broken.
For more information on how these thresholds are used by the watchdog service, please refer to the Task Monitoring section.
Schedule Tasks
On the Schedule tab the time interval for the task can be defined.
Active : Define if the task is active. When the task is not active, the scheduler application will not check this task.
Exclusive Start : Define if the task should run without any other task running. By default tasks run in parallel.
Start Datetime : Define the date on which the task should run for the first time.
Interval : Define the frequency of the current task. Please note that if this frequency is set higher (more often) than the Scheduler application is triggered by the Windows Scheduled Task, the frequency of the scheduled task will be the effective interval.
Next Run Time : Shows when this task will run for the next time.
Last Run Result
On the Last Run Results tab, information about the last time this task has run is displayed.
Last Run Time : Date and time on which the task ran for the last time.
Last Run Duration : Shows how long the task ran the last time.
Last Run Status : Shows the result of the last time the task ran. When completed successfully it will show OK.
Last Run Output : Shows possible error messages that were returned in case the task didn't complete successfully. The error message should give an indication on where to search for the reason of the task failure.
Running Now? : Shows if the task is currently running. Tasks should normally not be running longer than some minutes.
Monitoring Tasks
It is crucial for SSP to have the tasks running smoothly, otherwise people may not receive e-mail messages or wait steps are not checked properly. For that reason, SSP7 comes with an additional feature called "Watchdog" which will monitor the health of configured tasks. The watchdog is a Windows Service running next to the Task Scheduler Service. The watchdog service is informed by the Task Schedule Service about each run of a Task. In case a task has not been reported successful within the thresholds set for each task, the watchdog service will send out an alert, as configured within the watchdog configuration files.
To make the watchdog service work, each task that needs monitoring has to have its threshold set. Check the Task configuration section, for more information about that.
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