Overview:

The Utility Scheduler provides the mechanism to schedule the execution of specific tasks/utilities that have been registered as utility procedures and that have been flagged as a procedure that can be scheduled.

These tasks can be repetitive manual tasks that take up too much time, and could be automated and streamlined with a schedule.

Screen Guide:

This screen has the list of created schedules and the details of the next execution time and if theya re enabled or not.

Status which shows if it was successfully executed or it errored. Message records a summary of what happened last time the utility was executed ( error messages or summary of the results): Next Run time and Last Run time.

Step to configure the Utility Scheduler:

Create New Schedule from the Utility Scheduler screen located under the Administration folder in the Standard site map profile.
The Schedule has 2 tabs:
1. Set Schedule:
  1. here choose an appropriate schedule. Only one can be configured. The schedule can be disabled if needed.
  2. Start Time (Local): Local time means the user’s local time. If the user creating the schedule is in New Zealand, the local time is New Zealand time.
    Schedule tab
  3. Set Utility:
    Add a row per utility. Most common use is to have one utility per schedule, but more than one is allowed. Select the utility from the list available on the picker.
    1. The line is populated with Parameters. These can be left as they appear by default or each Parameter (which are the words starting with double @ - example: @@Body) can be edited.
    2. Note there is always a comma separating the parameters.
Save and this is ready to run.
The main list of Schedules displays details on each scheduled utility reflecting:
1. Status which shows if it was successfully executed or it errored. Message records a summary of what happened last time the utility was executed ( error messages or summary of the results).
2. Next Run time and Last Run time.

Things to note:

Emails are sent using the STMP server which by default is Workbench Sendgrid STMP server (regardless of Office365 being enabled or not - 365 does not support well sending emails in bulk).
Email from is defined by the email address in Control Parameter: Send Email From
If the utility task is to send emails, every email sent is stored in Emails List (admin user can access this).
This is an example of the email reminder sent to employees to complete their timesheets for the week:

List of available utilities

Name	Stored Procedure	Details

Name	Stored Procedure	Details
Incomplete Timesheet Reminder	wbGenerateTimesheetReminderEmails	Sends weekly email to active employees (can be specified by Timesheet group and/or Profit Centre Group or single or multiple Site map profile IDs) missing the previous week’s timesheet. Below is an example of the email reminder sent to employees to complete their timesheets for the week. This utility is designed to be scheduled the following day after the timesheet week has finished. Example: If your week ends on a Friday, schedule this on a Saturday or early Monday so when employees login again to work they see this reminder and complete their Timesheets ASAP and Payroll can be processed. Remember that it always checks for the previous week timesheet (not the current week that has not finished yet).
Pending Timesheets Approval Reminder	wbGenerateTimesheetReminderEmailsForApprovers	Sends weekly email reminders to timesheets approvers who have unapproved timesheets for the previous week. Optional filter employees by Profit Centre or Timesheet Group or multi SiteMapProfileID.
Notice of Subcontractor Certified Claim Payments	wbGenerateCertifiedClaimPaymentNotice	Sends email notifications to the Subcontractor Commercial Contact informing a Payment was made into their account. This is only for Subcontract claims payments where the Subcontract’s Job has a Project Trust Account linked to it and where Payments are not older than a month. On success, a new event log entry called ‘Certified Payments Notice Sent’ will be created on the AP Invoice event log and in the corresponding PTA to RTA event in the PTA Transfers event log.
Notice of Subcontract Claim Retentions transfer	wbGenerateRetentionsWithheldNotice	Sends email notifications to the Subcontractor Commercial Contact informing a Withheld Retention amount has been moved from the Project Trust Account to the Retention Trust Account. It only includes transfers not older than a month. On success, a new event log entry will be created on the corresponding PTA to RTA event in the PTA Transfers event log.

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