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    Viewing Scheduled Jobs

    Translatable

    Viewing All Scheduled Jobs

    The Scheduled tab of the Monitor Jobs page (Administration > 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:
    Monitoring Jobs - Scheduled Tab
    Column Name Description
    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:
    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.
    Scheduled Jobs
    Name User Category Description
    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:
    • If the PO line is marked as automatic, the Renewal date is incremented according to the Renewal cycle. The PO line is saved back in the repository for further processing.
    • If the PO line is marked as manual, the PO line appears in the renewals task list (Processing Renewals. You can manually update the Renewal date and/or any other fields in the Renewals section of the PO Line Summary tab.
    • In either case, a renewal notification is sent to the vendor if the po_line_send_notification_to_vendor_on_renew parameter is set to true.
    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.
    When the auto_claim parameter is enabled (see Configuring Other Settings):
    • For one-time PO lines, the claim is sent automatically.
    • For continuous PO lines, if EDI claims are used, the claim is sent automatically. If EDI claims are not used, a task is generated, but the claim must be sent manually.
    EDI – Load Files <vendor name> Yes Acquisition Loads EDI files from a particular 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.
    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
    In some cases, the Alma's exchange rate table may not be up to date. In these cases, newly created transactions (whose currency is different from the fund's currency) use the most recent exchange rate from the table. When this job runs, it updates these transactions with the correct exchange rates (according to the dates of the transactions).
    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.
    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) 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 Sends invoices to an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems.
    Import Using Profile <integration profile> Yes Acquisition 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.
    New for November! 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.
    • Schedule of Analytics Reports and Dashboards - Daily
    • Schedule of Analytics Reports and Dashboards - Weekly
    • Schedule of Analytics Reports and Dashboards - Monthly
    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.
    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.
    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.
    • The Number of bibliographic headings marked as candidates for linking indicates how many bibliographic headings are processed by the Authorities - Link BIB Headings job.
    • The Number of portfolios linked to different bibliographic records indicates the number of portfolios in the Institution Zone that were linked to a different bibliographic record as a result of the Synchronize Changes from CZ job.
    Saved Searches Alerts No Discovery Primo VE patrons may create queries and request email alerts when their search includes new results. This process checks these queries and sends the results.
    Requests – Handle Expiration Step No Fulfillment
    Marks requested items as missing when requests in the pickup from shelf stage have passed their expiration date. The requests themselves are canceled. For information on configuring this job, see Configuring Fulfillment Jobs.
    Loans – Due Date Correction after Calendar Change No Fulfillment
    Changes the Loan due date of items with loans whose due date now falls on a closed time (when the policies indicate that they should not) due to calendar changes. This is necessary if, for example, a closed day has been added as an exception to the calendar. Loans whose original due date is now a closed day are updated according to the policy in the relevant Terms of Use.
    For information on configuring this job, see Configuring Fulfillment Jobs.
    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. For more information about this parameter, see Configuring Other Settings.
    This job does one of the following, depending on the automatic loan renewal rules, Terms of Use, and existing recalls:
    • If the conditions of an automatic loan renewal rule are met – performs automatic renew for an item.
    • If the conditions of an automatic loan renewal rule are not met (and the loan is therefore not renewed) – sends a courtesy notice informing the patron that the item is due. One notice is sent per patron. For details on configuring automatic loan renewal rules, see Configuring Automatic Loan Renewal Rules.
      A courtesy notice is also sent if a block exists on the patron or item, preventing item renewal (see Configuring Block Preferences).
    For information on configuring this job, see Configuring Fulfillment Jobs. For information on configuring the notifications, see Configuring Alma Letters.
    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. For information on configuring this job, see Configuring Fulfillment Jobs. For information on configuring the notification (Borrowing Activity Letter), 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 (Overdue Notice Letter) 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 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:
    • Reading list items for a course that ended
    • Items that were removed temporarily, such as a resource that was removed while a course was ongoing and the resource is now due to be returned
    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.
    For information on configuring this job, see Configuring Fulfillment Jobs.
    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.
    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 (FulOverdueAndLostLoanNotificationLetter and 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. 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.
    For information on configuring this job, see Configuring Fulfillment Jobs.
    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:
    • Created Lending Request
    • Being Processed
    • Locate Failed
    If there is a lending request that you do not want to expire, assign it the status Non-Expiring.
    When the job runs and detects expired requests:
    • An Expired ISO message is sent to the partner
    • The resource request is canceled
    • The request’s status is changed to Expired
    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.
    For information on configuring this job, see Configuring Fulfillment Jobs.
    Distribute Central Resource Sharing Configuration Yes Fulfillment Distributes the following among all institutions in a Network Zone:
    • Resource sharing partners
    • Rota templates
    • Rota assignment rules
    • Locate profiles
    • Workflow profiles
    • Sending borrowing request rules.
    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.
    Distribute Network Fulfillment Changes to Members Yes Fulfillment
    Distributes policies, Terms of Use, and fulfillment units configured in a Network Zone to all of the network’s member institutions.
    The policies and Terms of Use defined at the Network Zone can be viewed at the member institutions. These policies appear on the Policy Management page with a Policy Owner value of Network (see Configuring Item Policies).
    New for November! 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.  
    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.
    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. For information on configuring this job, see Configuring Fulfillment Jobs.
    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.
    Metadata Import w/ <import profile> Yes Import Imports bibliographic records for import profiles that use FTP. For more information, see Configuring New Import Profiles.
    • Publishing to Primo
    • Network Publishing Job
    • Network Implementation Publishing Job
    • Publishing to Primo Central
    Yes Publishing Publishes institution or Network Zone records to Primo or Primo Central. For more information, including scheduling, see Publishing to Primo and Configuring the Publishing Profile.
    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.
    • Publishing to OCLC – Bibliographic Records
    • Publishing to OCLC – Holdings Records
    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:
    • The job searches all authority record fields, including subdivision fields, for complete terms listed in bibliographic records (giving priority to local authorities, if enabled).
    • If exact matches are found, the bibliographic records are linked to the corresponding authority records.
    • If more than one authority headings record match is found (a multi-match), the bibliographic headings record requires manual handling.
    • If exact matches are not found, the subdivision fields are disregarded, a search of all authority records is performed once again, and the bibliographic records are linked to the matching authority records that are located during the second search.
    For more information, see Working with Authority Records.
    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.
    Indexing No Repository Performs system repository maintenance.
    Flattening No Repository Performs system repository maintenance.
    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 Bursar type integration profile.
    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.
    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.

    Configuring Email Notifications for Scheduled Jobs

    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:
    1. On the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs), select Actions > 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.
      Email Notifications
    2. Click Add User to configure email notifications to be sent to users. The following pane appears.
      Add User
    3. In the User text box, enter or select the Alma user to whom you want email notifications sent.
    4. 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).
    5. Click Add and Close.
    6. Click Add Email Address to configure email notifications to be sent to any email address (follow the steps described above).
    7. After you have completed configuring the email notification recipients, click Save.
    When a job completes, all subscribers receive an email notification for the job. The email that is sent is the System Job Letter; see Letter Types.

    Viewing Scheduled Job Summary Status

    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 WidgetsManaging 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).
    Clicking 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.
    Clicking an error icon opens a pop-up with the names of any failed jobs. Click More Info to open the Monitor Jobs page with these jobs pre-selected.
    Scheduled Job Status Widget with Failed Job Pop-Up