Scheduling jobs

Scheduling jobs in iDMS allows you to automate data processes by running tasks at a defined time or on a recurring basis. Instead of manually running imports, updates, or integrations, you can configure jobs to execute automatically using iSchedule.

Scheduling is commonly used to ensure that data is processed consistently, reduce manual effort, and run jobs during off-hours.

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What is a scheduled job?

A scheduled job is any iDMS task configured to run automatically at a specified time or frequency. Scheduled jobs can be created from modules such as iImport, iUpdate, iTransfer, and iWorkflow.

Once scheduled, the job runs without user intervention according to the defined schedule.

Understanding how scheduling works

Scheduling is managed through iSchedule. When you schedule a job:

  • You define when the job should run
  • You define how often it should run (one-time or recurring)
  • The job is executed automatically based on those settings

Scheduled jobs are processed in the background and do not require a user to be logged in.

Types of schedules

The following are the types of schedules you can create.

One-Time Jobs

A one-time job runs once at a specific date and time.

  • Useful for planned data updates or one-time imports
  • Often used for go-live activities or data corrections

Recurring Jobs

Recurring jobs run on a defined schedule, such as daily, weekly, or monthly:

  • Ensures ongoing processes are automated
  • Reduces the need for manual execution

Common recurrence examples:

  • Daily imports of external data
  • Weekly data cleanup or updates
  • Monthly reporting or data synchronization

Scheduling across modules

Scheduling can be applied to multiple iDMS modules:

  • iImport – Schedule file-based imports to run automatically
  • iUpdate – Schedule updates based on IQA queries
  • iTransfer – Schedule exports to external systems
  • iWorkflow – Schedule workflows or trigger them at specific times

This allows you to build complete automated processes, such as importing data, updating records, and sending results to third-party systems.

Monitoring scheduled jobs

After a job is scheduled, you can monitor its activity through the dashboard and job history.

  • Task History – View results of recurring scheduled jobs
  • History – View all job executions, including scheduled runs
  • Status indicators – Identify completed, partial, failed, or pending jobs

Monitoring ensures that scheduled jobs are running as expected and helps identify any issues.

Dependencies and requirements

Review the following dependencies and requirements:

  • Background Account – Required for scheduled jobs to communicate with iMIS
  • Valid configuration – Jobs must be fully configured before scheduling
  • Accessible data sources – Files, queries, or endpoints must be available at runtime

Note: If the background account credentials change and are not updated, scheduled jobs may fail to run.

Scheduling best practices

The following best practices should be followed when creating scheduled jobs:

  • Test jobs before scheduling to ensure they run successfully
  • Schedule during off-hours for large or resource-intensive jobs
  • Avoid overlapping schedules for jobs that affect the same data
  • Monitor job history regularly to identify issues early
  • Use clear naming conventions for scheduled tasks

Common pitfalls

The following are common pitfalls related to scheduling jobs:

  • Scheduling jobs before fully testing them
  • Overlapping jobs that update the same records
  • Using unavailable or inaccessible data sources
  • Not monitoring failures or partial runs