List of Scheduled Processes and Descriptions

Scheduled process list with descriptions

Scheduled Processes with a Frequency set to "0" automatically de-activate themselves when run. This helps to ensure that processes intended to run manually are not accidentally run regularly.

SCHEDULED PROCESS NAME	DESCRIPTION
ActivatePending	Find all Client workspaces with 'Pending Activation' status that have an activation date equal to or less than today's date. Change their status to 'Client' and their Pricing Batch Status to 'Activated' if using pricing.
Approval Expirations	Compare the 'Date Approved' field of the pricing batch to today's date and the 'Approval Expiration # of Days' on the Default Info form of the Admin workspace. If the difference exceeds the default, expire the pricing batch.
Benefit Activations	Activates Benefits Plans and associated Offered Plans that are in Pending Activation status and Effective Date is on or before the day this process executes.
Benefit Renewals	Compare the Benefits Plan expiration date to the Default 'Benefits Renewal Lead Time' setting on Admin Workspace \| Default settings. If the plan (Expiration Date - Default Lead time) is >= Now, Clone any Benefit Plan template tasks with a trigger object of 'BenefitsRenewal'
BrokerOutstandingProposalsEmail	Generates and sends an e-mail to the primary contact of Broker Orgs that have associated client workspaces with a Client Master status of 'Submitted' with a subject line of 'Outstanding PEO Proposals with XXXX' - XXXX being the name of the ClientSpace PEO organization
CaseTypeRowLevelSecurityUpdate	Find missing row level security settings for Client Service Cases with secured Case Types and inserts or updates as needed, deletes row level security when case type security has been removed for a role.
ClientSpace Digest Daily (CORE)	Sends daily digest of Follow-ups
ClientSpace Digest Weekly (CORE)	Sends weekly digest
CriticalCaseNotification	Sends Critical Case notification email with case list. Case priority must be critical - sends emails to members of Admin roles.
Delete Email (CORE)	Delete all emails and associated attached files older than 30 days from today.
Delete Marked Task (CORE)	Find all incidents marked for deletion and delete the following: Incident Users, Template Triggers, templates marked for delete, Incident Contacts, Uploaded files attached to incidents, binary files attached to incidents and finally, incidents.
Delete Orphaned Time Records (CORE)	Deletes time records that are > 1 day old and have no associated record or workspace.
DocuSign Get Docs Status (CORE)	Polls the Docusign system using an API to find documents matching Queue records and retrieves current status of those docs. (Requires Docusign account)
DocuSign Request Signatures (CORE)	Polls the Uploaded File Queue for docs in 'New' status then post the records to Docusign using an API to request signatures of the addressees of those docs. (Requires Docusign account)
Expire Passwords (CORE)	Automatically Expires user passwords based on Install Security setting and Password Change Date on the user account.
Expire Sessions (CORE)	Automatically Expires user sessions after set amount of inactivity based on Install Security Setting.
FileManagement Cleanup (CORE)	Interrogates the file linking table for unprocessed links, determines if they are not orphaned, removes the link if orphaned and marks the associated file for deletion. Then finds all files marked for deletion in uploaded files binary and uploaded files tables and delete them.
Generate Recurring Tasks(CORE)	Evaluates a recurrence table to identify the tasks to be generated. This only functions on non-template recurring tasks. The task that is configured to generate recurring tasks is the 'Primary' task, those generated from this task's configuration information are 'Recurring' tasks
Generate Schedule Tasks (CORE)	Find all scheduled incidents from the Incident template table and generate scheduled tasks for each based on Date offset and grace period.
Generate Scheduled Workflows	Find all scheduled workflow from the Workflow Item table and trigger scheduled workflows for each based on Date offset and grace period.
Import Cleanup (CORE)	Deletes completed import files that are marked 'ImportComplete' and greater than 5 days old; deletes completed import queue records that are 'Completed' and greater than 1 day old.
Manage Non-Active Users (CORE)	Internal and External users who have not logged in during the last 30 days are hibernated. External users that have not logged in the last 180 days are expired
Marketing Notification (CORE)	Iterate through the list of marketing campaigns that are active and have not been sent, generate emails and CRM notes for associated marketing campaigns.
Process Email Integration (CORE)	Utilized by the Email Integration feature to check designated mailbox for new entries and generate dataform records from these emails.
Process Case Escalations	Checks Case Escalation records, those records with escalation date and time scheduled prior to NOW() are then processed, including (where applicable) updating priority, updating the assigned to user and notifying the selected user or role.
Move Queued Files (CORE)	Get all files that need to be moved, create an uploaded file object for each, move each file and delete the binary file if successful.
Offered Benefits Plan Summary Update	Insert Offered Benefit Plan Summary records on a nightly scheduled process replicates data grid from header of Offered Benefits Plan dataform for cross workspace reporting purposes.
Purge I9 Records	Check the date of all I9 records pending purge in the system against the business rules, mark all appropriate records as purged.
Send Email (CORE)	Collect all unsent mail in the system, send them, and mark them as sent.
ServiceCaseNotification	Checks Client Service case records for cases with escalation date and time prior to NOW(). Sends an escalation case report with the subject "Cases requiring attention" to users in escalation roles on the case type. Includes any role that has the biz_email_ClientServiceCase_notifications entity as well.
Task Escalation (CORE)	Get all the incidents that have passed their due date, Send email notifications with the Subject line of "Tasks requiring attention" with a list of these tasks to the associated user email accounts. Notifications are sent to the assigned to and owner users as well as anyone in the task category notification role.
TerminatePending	Find all Client workspaces with 'Pending Termination' status that have a termination date equal to or less than todays date. Change their status to 'Terminated'
Update Client Teams	Finds Default Client Team records in "Pending" status and updates Client Team records for workspaces with the same Sales Region.
Update User Time Notifications (CORE)	Find all new time tracker users and insert their records into the Notification and notification users table. Find all users with open time records over the preset threshold and notify them: "you have not updated your time in X minutes." Find all users without open time records and notify them: "You currently have no open time records."

This list is comprised of both CORE and PEO level scheduled processes, with CORE processes marked with (CORE).

KnowledgeSpace

List of Scheduled Processes and Descriptions

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