The Scheduled tab of the Monitor Jobs page (Admin > Manage Jobs and Sets > Monitor Jobs) lists scheduled jobs.
Monitor Jobs Page – Scheduled Tab
You can filter the list by job category. Each job in the list includes the following information:
|Active||Whether the job is active or inactive. Jobs can be activated/deactivated by Ex Libris staff only (although some jobs can be scheduled by library staff).|
|Name||The job name.|
|Job Category||A job category.|
|Creator||The user who scheduled the job. Jobs scheduled by Alma are indicated with a hyphen (-).|
|Schedule||How often and when the job is scheduled to run (for example, every day at X time).|
|Next Run||The date and time of the next run of this job.
The time is set according to the time zone of the Alma Data Center that is closest to your institution.
Scheduled jobs run as close as possible to their scheduled time. Some jobs can run in parallel, but part or all of a job may wait until a server has available resources.
For each job, you can:
- Configure email notifications that are sent after the job runs (Email Notifications). For more information, see Configuring Email Notifications for Scheduled Jobs.
- View completed runs of the job (Job History). For more information, see Viewing Completed Jobs.
A Run Now option is available only on sandbox environments.
The following table describes the jobs that commonly appear in this tab. The User column indicates if you can (partially or fully) control the job’s schedule; see the Description column for a link to the section that discusses scheduling the job.
|PO Line – Packaging||Yes||Acquisition||Packages PO lines that are waiting for auto packaging into purchase order (POs) that may be sent to the vendor. For details on PO line packaging, see Packaging PO Lines into a PO.
This job is relevant only for automatic PO line packaging and must be enabled in order for PO lines to automatically be packaged into POs.For more information and scheduling options, see Configuring Acquisition Jobs.
|PO Line – Renewal||No||Acquisition||Renews subscriptions for both electronic and physical material, such as magazines, journals, or periodicals. For more information about the renewal workflow, see Renewal Workflow.
This job must be enabled in order for PO lines to be renewed.Each day the system checks for all PO lines whose status is Waiting for Renewal and whose renewal date is equal to the current date. The renewal date is calculated as the renewal date (according to the PO line) minus the renewal notification period.
Renewals are processed as follows:
|PO Line – Claiming||No||Acquisition||Generates claims for PO lines whose associated resources have not yet been received or activated. For more information about claims, see Processing Claims.
This job must be enabled in order for claims to be generated.
|EDI – Load Files <vendor name>||Yes||Acquisition||When defined for a vendor, loads EDI files from that vendor. For more information, see Electronic Data Interchange (EDI).
You can run this manually on a single EDI invoice file; see Creating an Invoice From a File.
|Trials – Start and Notify Participants||No||Acquisition||Starts a trial and notifies the participants that the trial has begun. For details, see Evaluation Workflow. The notification sent to participants is the Trial letter (letter code: TrialLetter). For more information on the letter, see Configuring Alma Letters.
This job must be enabled in order for trial participants to receive notifications.
|PO Line – Deferred||No||Acquisition||Defers PO lines in review and PO lines that were packaged but not yet approved. For details, see Deferring PO Line Workflow.
This job must be enabled in order to enable PO line deferral.
|Recalculate Transactions Exchange Rates||No||Acquisition||When this job runs, transactions created in the last 30 days are updated according to the exchange rate that was applicable at the time of the transaction.
When Explicit Ratio is set for a transaction, the rate used is defined at the time of invoicing; these transactions are not included in this job.
By default, this job updates the exchange rates and transaction amounts of PO lines whose transaction date is in the last 30 days. The job updates the exchange rate and transaction amounts for all active transactions (both encumbrance and expenditure) if the exchange rate date is greater than the transaction date.
This job updates only transactions with incorrect exchange rates and is unrelated to the job Recalculate PO Line Encumbrances Based on Current Exchange Rates.
|PDA – Alert PDA Reached Threshold||Yes||Acquisition||Sends notifications when funds for a patron-driven acquisition program are entirely expended; customers can suppress publishing the patron-driven acquisition until the program’s funds are replenished. The notification sent is the PDA Threshold letter (letter code: PdaThresholdLetter). For more information on the notification letter, see Configuring Alma Letters.
For more information about pausing the patron-driven acquisition program, see To pause a PDA program.
|Recalculate PO Line Encumbrances Based on Current Exchange Rates||No||Acquisition||
Updates encumbrances and fund balances based on current exchange rates. This is only relevant for open encumbrances (not yet entirely matched with equal or greater value disencumbrances), and where the encumbrances's currency is not the same as the fund's currency. See Managing Funds and Ledgers.
This job is unrelated to the job Recalculate Transactions Exchange Rules; if this jobs runs successfully, there will be no problematic transactions for the job Recalculate Transactions Exchange Rules to correct.
|Notify E-Activation Due Task||No||Acquisition||Sends a notification, Notify E-Activation due Letter (letter code: EactivationtaskOverdueLetter), to the assigned operator when an electronic activation task’s due date has passed. For more information about this due date, see Managing Electronic Resource Activation.
To configure the notification, see Configuring Alma Letters.
|Export Using Profile <integration profile>||Yes||Acquisition||When defined as a profile, sends invoices to an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems.|
|Import Using Profile <integration profile>||Yes||Acquisition||When defined as a profile, receives payment confirmations from an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems.|
|Update Fund Tx Job||Yes||Acquisition||Loads fund allocations for an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems.|
|Sushi harvesting job||No||Acquisition||Harvests all COUNTER data from all active SUSHI accounts. See Managing SUSHI Harvesting.|
|Import PO Approvals||Yes||Acquisition||Loads POs after an Enterprise Resource Planning (ERP) system adds ERP numbers to them. For more information, including scheduling, see Financial Systems.|
|Distribute Network Acquisition Changes to Members||Yes||Acquisition||Distributes new vendor information and/or centrally managed licenses that were added to a Network Zone to member institutions since the date in the acq_distribute_changes_last_run parameter. For more information, see Configuring Other Settings, Shared Vendor Information, and Adding a Negotiation License or a Centrally Negotiated License.|
|Configuration - Run HealthCheck tests on the system||Yes||Administration||Allows Alma administrators to identify whether any issues exist with their configuration. See HealthCheck Tool for more information.|
|No||Analytics||Processes all scheduled reports and dashboards, and distributes them to their subscribed users. See Running Analytics Reports and Displaying Them in Alma.
There are two jobs each for daily, weekly, and monthly processing. This enables staff users to schedule dashboards and reports to run at a time that coincides with the completion of the ETL process.
|Analytics Usage Tracking||No||Analytics||This is an internal job that will be removed from customer view in a future release.|
|Export Context object to BX job||No||Data Services||
This job shares Alma Link Resolver data statistics with the bX community to enrich bX's recommender service.
See Sharing Alma Link Resolver Data Statistics with bX for more information.
|Synchronize Changes from CZ||No||Data Services||Copies changed authorities and resources from the Community Zone to the local institution. Alma handles 50,000 changes at a time. If more than 50,000 changes are to be performed in the Community Zone, Alma launches an additional job to handle the rest of the changes.
|Saved Searches Alerts||No||Discovery||Primo VE patrons may create queries and request weekly email alerts when their saved search includes new results. This process checks these queries and sends the results using the Email Records Letter (letter code: EmailRecordsLetter).
These alerts include all records including those loaded directly into Primo VE.
|Requests – Handle Expiration Step||No||Fulfillment||Carries out the actions defined in Request Pickup Configuration, such as expiring a request, marking it missing, or converting the request to a resource sharing request. For more information on configuring the rules, see Configuring Request Pickup Rules.|
|Notifications – Send Courtesy Notices and Handle Loan Renewals||Yes||Fulfillment||Manages loans whose due date minus the value of the auto_renew_loan_days parameter is less than or equal to the current date.
New for July! Short term loans are also managed by the job. If the short_loan_courtesy_reminder parameter is set, a courtesy reminder is triggered based on the due date time less the value of that parameter. If the short_loan_overdue_reminder parameter is set, an overdue reminder is triggered based on the due date time plus the value of that parameter. For both notifications, the letter will be sent if the item was not returned, is not in Lost or Claim Return status, and the current due date time is the same as the due date time that was on the item when the reminder was triggered. The loan due date time can change due to a renewal, recall, or manual change of due date.
When an overdue letter is issued, if the short_loan_overdue_block parameter is set to Yes, an overdue block will be set for the patron.
|Fulfillment – Handle Historical Archiving||No||Fulfillment||Appears only when scheduled. Archives completed loans to the Items History table by anonymizing the records.
Active fines still retain links to item and loan information.For information on configuring this job, see the Anonymization job entry in Configuring Fulfillment Jobs.
|Notifications – Send Periodic Fulfillment Activity Report||Yes||Fulfillment||Sends periodic fulfillment activity reports to patrons with active loans and/or fees. The report includes information on both loans and fees. The report includes a maximum of 100 active loans. For information on configuring this job, see Configuring Fulfillment Jobs. For information on configuring this notification, the Borrowing Activity letter (letter code: FulUserBorrowingActivityLetter), see Configuring Alma Letters.
If this job completes with errors, this may be due to users not receiving the email sent, although the job ran successfully.
|Notifications – Send Due Date Reminders||Yes||Fulfillment||Sends a daily reminder, the Overdue Notice letter (letter code: FulUserOverdueNoticeLetter) to patrons to indicate that loaned items are due on the current date. Note that this letter does not include short loans: items which have a loan period defined by hours and were loaned and are due the same day the letter is sent (for details on these type of loans, see the Short Loan Letter entry in Alma Letters). For information on configuring this reminder, see Configuring Alma Letters.
The Courtesy Letter (letter code FulUserLoansCourtesyLetter) is sent before this notice. For information on configuring this job, see Configuring Fulfillment Jobs.
|Requests – Restore Temporarily Shelved Items||No||Fulfillment||Creates restore item requests on all temporarily shelved items whose due back date is the current day or earlier. This informs the circulation desk operators at these locations to restore the items to their permanent locations. For more information on this job, see Viewing Restore Request Jobs. For information on configuring this job, see Configuring Fulfillment Jobs.
These items may include:
|Requests – Recalculate after Inventory Update||No||Fulfillment||Recalculates requests after changes to the inventory are made. For example, if an item’s policy changes and a request for the item can no longer be fulfilled due to the item’s having been added to the repository or deleted from it, marked as missing, or moved to a different owning library/location, this job cancels the request.
Runs only on requests that have not yet started (such as those with the status Are in queue, Pick from shelf, or Waiting for remote storage).
The system allows inventory to be deleted — and therefore any accompanying request to be canceled or transferred to another item — until the point at which the request reaches the hold shelf. At this point, the request and its associated inventory cannot be canceled/deleted.
If an item is determined to be lost and the policy for a lost loan is Not Requestable, this job detaches the request from the item and potentially cancels the request (if no other items can be used for fulfilling the request). If the item is found, this job relinks the request to the item.
If other items become available after the request's creation, the On Shelf request policy is ignored and the request is not canceled.
|Loans – Overdue and Lost Item||Yes||Fulfillment||Notifies patrons about overdue loans and/or changes a loan’s status to lost according to the configuration for lost loan profiles. May be configured to send a single overdue or lost item notification to the patron listing all of the patron's overdue or lost loan. Configured as such, the patron receives a single notification for each notification type.
For information on configuring lost loan profiles, see Configuring Overdue and Lost Loan Profiles. For information on lost loan management, see Lost Loan Management. For information on configuring this job, see Configuring Fulfillment Jobs.
To configure the notifications Ful Overdue and Lost Loan Letter (letter code: FulOverdueAndLostLoanNotificationLetter) and Ful Overdue and Lost Loan Notification letter (letter code: FulOverdueAndLostLoanLetter), see Configuring Alma Letters.
|Fines/Fees Notifications||Yes||Fulfillment||Generates email and/or SMS notifications to patrons of outstanding fines and fees. For information on fines/fees notifications, see Sending Patron Notifications for Fines and Fees. Email letters are based on the Ful Fines\Fees Notification letter (letter code: FulFinesFeesNotificationLetter). SMS letters use the SMS Ful Fines\Fees Notification (letter code: SmsFileFinesFeesNotificationLetter). For information on configuring letters, see Configuring Alma Letters. For information on configuring this job, see Configuring Fulfillment Jobs.|
|Send Overdue Message to Resource Sharing Borrowing Partner||No||Fulfillment||Labels lending requests as Overdue when working with an ISO or Email partner and a request’s due date arrives.
The job automatically issues notices to borrowing libraries when a lending request is marked as Overdue. When working with an ISO partner, the job updates the borrowing institution with the request’s Overdue status.
If an active borrowing request cannot be found, the overdue message is only sent once, rather than sending each time the job runs.
The letter that is sent to the borrowing institution is the Borrower Overdue Email letter (letter code: BorrowerOverdueEmailLetter).
|Activate/Deactivate Courses||No||Fulfillment||Changes the statuses of courses to be aligned with their start and end dates. When activating courses, this job republishes all bibliographic data with the course data. When deactivating courses, this job republishes all bibliographic data without the course data.
For detailed information on courses, see Managing Courses.For information on configuring this job, see Configuring Fulfillment Jobs.
|Users – Remove Blocks||No||Fulfillment||Remove blocks from user records.
This job determine whether suspended users have fulfilled their suspension period and have not exceeded the configured demerit threshold while on suspension. If so, the user's block is lifted. For more information, see Configuring Demerits. For information on configuring this job, see Configuring Fulfillment Jobs.
|Expired Resource Sharing Requests||Yes||Fulfillment||Checks for resource sharing requests that expired. The expiration date was automatically communicated by the borrower in the borrowing request. The request expires on the lender side, and the borrower is automatically notified about the expiration. In response, the borrower activates the next partner in the rota.
This job runs on requests that have an expiration date in the past, and which contain one of the following statuses:
When the job runs and detects expired requests:
When the borrower receives the Expired ISO message, it activates the next partner in the rota. If there is no additional partner in the rota, the request is expired.
|Distribute Central Resource Sharing Configuration||Yes||Fulfillment||Distributes the following among all institutions in a Network Zone:
The options for the scheduled job are 12 hours apart. By default, one job is active, and the other is inactive. To activate the second job, please contact Ex Libris support.
The fulfillment units defined at the Network Zone can be viewed at the member institutions. They appear on the Fulfillment Units List. See Configuring Fulfillment Units.
See Configuring Fulfillment Information in the Network Zone. To configure this job, see Configuring Fulfillment Jobs.
|Email Leganto Notifications to Users||Yes||Fulfillment||Appears only if Leganto is enabled for your institution. Emails instructors with a link to Leganto when there are notifications waiting for them. The email letter is Leganto Notifications Letter (letter code: LegantoNotificationsLetter). For information on configuring letters, see Configuring Alma Letters.
To configure this job, see Configuring Fulfillment Jobs.
|Requests - Send Report||Yes||Fulfillment||Generates one letter per patron detailing all requests by status: Not Active, In Process, and On Hold Shelf. The letter is Ful Requests Report Letter (letter code: FulRequestsReportLetter). For information on configuring this job, see Configuring Fulfillment Jobs. For information on configuring letters, see Configuring Alma Letters.|
|Update BLDSS Requests||No||Fulfillment||Activate in order to receive status updates from the British Library. The job retrieves updates posted by the British Library on their server. The job appears twice in the scheduler. If both are activated, status retrieval is done twice a day. For more information, see British Library Document Supply Service (BLDSS).|
|Document Delivery Files Cleanup||No||Fulfillment||Removes files that were delivered digitally after they have been accessed by the patron, As determined by the Maximum Views parameter. See Adding A Digitization Profile Rule.|
|CCC Synchronize (Leganto only)||No||Fulfillment|
|UPDATE_READING_LIST_SCORE (Leganto only)||No||Fulfillment||Updates scores for the Reading List Advisor. See Managing the Reading List Advisor.|
|Metadata Import w/ <import profile>||Yes||Import||Imports bibliographic records for import profiles that use FTP. For more information, see Configuring New Import Profiles.|
|Yes||Publishing||Publishes institution or Network Zone records to Primo or Primo Central. For more information, including scheduling, see Publishing to Primo and Publishing Records from the Network Zone.|
|Publishing RSS Feed <profile name>||Yes||Publishing||Publishes RSS feeds. For more information, including scheduling, see Configuring RSS.|
|Publishing Platform Job <profile name>||Yes||Publishing||Publishes records according to the configuration of general profiles. For more information, including scheduling, see Publishing and Inventory Enrichment.|
|Publishing to Google Scholar||Yes||Publishing||Publishes records to Google Scholar. For more information, including scheduling, see Publishing Electronic Holdings to Google Scholar.|
|Yes||Publishing||Publishes bibliographic/holdings records and embedded holdings to OCLC. For more information, see Publishing to OCLC.|
|Publish Records to PubMed||Yes||Publishing||Publishes bibliographic records to PubMed. For more information, see Publishing to PubMed..|
|Upload Holdings to Libraries Australia||Yes||Publishing||Publishes records (all, or updates) marked to be published to Libraries Australia (by the job Synchronize MMS with National Catalog)
For configuration and scheduling, see Libraries Australia Publishing Profile.
|Inventory – Electronic Collection Activation/Deactivation||No||Repository||Sets the availability of electronic collections according to their activation start and end dates. For more information, including configuration, see Activation Information Tab Options.|
|MMS – Build Record Relations||No||Repository||Creates relationships between MMS (bibliographic) records.|
|Authorities – Handle Local Authority Record Updates||No||Repository||This job is used when importing local authority records or updating local authority records in the MD Editor.
In addition, this job is used to process automatic ID changes for institutions configured for ID-based authority control and that have implemented a Direct ID Prefix in their metadata configuration. See the Updating the Authority Record ID Automatically in Bibliographic Records section for more information.
|Authorities – Link BIB Headings||No||Repository||Links bibliographic headings to matching authority headings (preferred and non-preferred), giving priority to local authorities, if enabled. Bibliographic headings that are linked to non-preferred authority headings are marked for preferred-term correction.
Processing is handled in the following manner:
|Authorities – Preferred Term Correction||No||Repository||Updates bibliographic data fields that were marked for preferred term correction by the Authorities - Link BIB Headings job.
For more information, see Working with Authority Records.
|Inventory Remote Storage Update – <integration profile>||No||Repository||Updates remote storage when changes in the remote storage inventory are registered in Alma.|
Deposit Activity Report
|Yes||Repository||Sends an email to depositors that indicates the status of their active deposits.
For more information, see Configuring Resource Management Jobs.
|Users <external action> Using Profile <integration profile>||Yes||Users||Performs an external action. For example, IMPORT or SYNCHORNIZE user information from external sources such as a Student Information System (SIS). For more information, including configuration, see Student Information Systems.
Appears if you have at least one Users type integration profile.
|Export to Bursar Using Profile <integration profile>||Yes||Users||Exports patrons fines and fees to the bursar system. For more information, including scheduling and configuration, see Bursar Systems.
Appears if you have at least one active Bursar type integration profile.
|Import from Bursar Using Profile <integration profile> Fines and Fees||Yes||Users||Performs the following actions:
|Letters Purge with Retention||No||Users||Deletes all attachments for letters listed in the Letter Retention Configuration table that were created prior to the retention date. Runs weekly. For more information, see Setting Letter Retention Periods.|
|User Audit Purge with Retention||No||Users||Deletes user history records that are older than the value specified in the retention period customer parameter. For information on setting the customer parameter, see Configuring Other Settings (User Management). For more information on user history retention, see User Audit History.|
To configure email notifications for scheduled jobs, you must have the following role:
- General System Administrator
You can configure the email notifications that are sent after a scheduled job runs. You can configure notifications to be sent to Alma users and/or manually entered email addresses.
To configure email notifications for scheduled jobs:
- On the Monitor Jobs page (Admin > Manage Jobs > Monitor Jobs), select Email Notifications in the row actions list on the Scheduled tab for the job whose email notification you want to configure. The Email Notifications for Scheduled Jobs page appears.
- Select Add User to configure email notifications to be sent to users. The following pane appears.
- In the User text box, enter or select the Alma user to whom you want email notifications sent.
- Select Send on success to have an email notification sent when the job completes successfully and select Send on error to have an email notification sent when the job does not complete successfully.
Successful completion of a job does not mean that the job did not produce errors. Rather, it means that the job completed with the status of Completed Successfully (as shown in History tab of the Monitor Jobs page).
- Select Add and Close.
- Select Add Email Address to configure email notifications to be sent to any email address (follow the steps described above).
- After you have completed configuring the email notification recipients, select Save.
When a job completes, all subscribers receive an email notification for the job. The email that is sent is the System Job Letter (letter code: SystemJobLetter); see Letter Types.
To view an overview of the status of the last few days of scheduled jobs, enable the System Job Status dashboard widget. For information about adding this widget, see Managing Widgets.
Scheduled Job Status Widget
All roles can add the widget to their homepage. However, they will only see information about scheduled jobs that are relevant to their role. The list includes MD import jobs and publishing jobs such as jobs that publish to Primo or Google Scholar. Note that, for imports, manually run import jobs are not considered in the summaries (as is the case for the other lines in the widget).
Selecting a job category opens the Monitor Jobs page with that category preselected. The categories are the same ones that can be used as filters on the Monitor Jobs page. For more information, see Viewing Running Jobs.
Selecting an error icon opens a pop-up with the names of any failed jobs. Select More Info to open the Monitor Jobs page with these jobs pre-selected.
Scheduled Job Status Widget with Failed Job Pop-Up