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Managing Scheduled Tasks

View, schedule, and start CourseMill background tasks such as imports and database maintenance.

You can configure special tasks to run automatically in the background at preset schedules. These tasks include scheduling regular database maintenance, setting an import schedule, running notification jobs and more.

View task status and details

You can view the scheduling status and last-run time-stamp for each task. You can also view the details of scheduled tasks.

  1. Open the Admin Tasks side-tab and click Manage Scheduled Tasks.
  2. Review the table. Each row represents a currently defined task. The tasks are listed alphabetically. Click a column heading to re-sort the table. Use the Search box to locate a specific task.
  3. To view the details of a currently scheduled task, click the task in the table.

Start a task

To start a scheduled task, you specify the start time, the frequency, and the days of the week that the task is to be run. The task will run automatically until you change its schedule.

Note: For scheduling a batch process, data loads are cumulative, so each time the load file is received from the host system, CourseMill will match the ID, FirstName and LastName then overwrite the information from the import file. CourseMill does not save an audit trail of the data prior to each load.

Note: Be sure the import.txt file is located in the directory identified in Managed Properties. If the file is not found in the directory, the person listed under the Admin email will receive the message, Error opening file /usr/file/home/import.txt.

Note: Mapping from an HRIS or ERP system requires the internal IT group create a download data file to comply with this data format. You might want to set up another organization for testing, where you can process these imports.

Important: If changes are made to the organizational structure and imported into CourseMill, the automated enrollment rules in curriculum or course must be reviewed for changes. In addition, if SubOrg values are used for reporter assignments, these will need to be reviewed for possible changes.

  1. Open the Admin Tasks side-tab and click Manage Scheduled Tasks. The Managed Tasks window is displayed.
  2. Select the task you want to start and click View/Edit Details. Alternatively, you can double-click the task or select the task, right-click, and select View/Edit Details. The Edit Scheduled Task window opens.
  3. Complete the fields on the Edit Scheduled Task window (see Edit Scheduled Task fields below).
  4. Click Save. The task is scheduled.
  5. Click the Run Task button when you are ready to begin running the task.

Edit Scheduled Task fields

  • Task – Displays the scheduled task you selected.
  • Start Time – Use the drop-down list to select a start time (in 24-hour time).
  • Frequency – Use the drop-down list to select an available frequency.
  • Schedule – Enable the check box representing the days of the week on which you want the task to run.

View or change a task's schedule details

You can view the details of a scheduled task. You can change the fields as necessary.

  1. Open the Admin Tasks side-tab and click Manage Scheduled Tasks. The Manage Scheduled Tasks window is displayed.
  2. Select the task you want to view and click View/Edit Details. Alternatively, you can double-click the task or select the task, right-click, and select View/Edit Details. The Scheduled Tasks window opens.
  3. On the Edit Scheduled Tasks window, review the fields:
    • Task – Displays the scheduled task you selected.
    • Start Time – Displays the scheduled start time (in 24-hour time).
    • Frequency – Displays the frequency.
    • Schedule – Displays the days of the week the task is scheduled to run.
  4. Click Save if you made changes. The changes are saved.

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