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Automation - Scheduler

This article will explain how CRM performs automated operations for you.
R
Rashmi Kashyap
9 Oct, 2020 - Updated 6 months ago

Introduction to Scheduler

Did you know that the Vtiger CRM executes a few jobs regularly?

Yes, it happens through a feature called Scheduler.

 

A Scheduler is generally used to perform automated operations or ‘jobs’ at a predefined time, only when certain conditions are triggered.

In Vtiger CRM also, the Scheduler operates behind the screens periodically to perform different jobs. It automates a lot of operations by running a cron (script) in the background. 

You can enable or disable a job from the sequence of execution. 

For example, you can have automated email reminders that remind you of upcoming events.

Accessing the Scheduler

Follow these steps to view the Scheduler:

  1. Click the User Menu icon on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to the Automation section.
  4. Click Scheduler.

You will see jobs are listed by default based on the modules present in your CRM account currently. 

Jobs in the Scheduler

The jobs in the scheduler are listed based on:

  1. A module’s availability in your Vtiger edition 
  2. Whether the module is enabled or disabled (Settings > Module Management > Modules)

If you install modules through extensions and there is an automated operation defined for that module by the CRM, the job will automatically get added to the Scheduler list.

Note: If you need to automate an operation for a module, contact our Support team (support@vtiger.com).


Working of a Scheduler

The Scheduler in Vtiger CRM works 24/7. It scans the job list and checks for the following criteria in a job: 

  1. Sequence: The sequence starts with the number 0. So, the job with sequence number 0 gets first priority, the job with sequence number 1 gets second priority, and so on...
  2. Frequency: The jobs having a frequency of 00:00 (H:M) will execute instantly, and other jobs execute based on the defined frequency. 
  3. Status: Only jobs having an Active status will be considered. Inactive jobs are skipped.

Once the above criteria are met, the Scheduler operates.

Consider the screenshot below for a clear understanding:

Job list
 
  • The Workflow job has sequence number 0, frequency 00:00, and is active. Therefore, it is given first priority and executes instantly.  
  • The Recurring invoice has sequence number 1, frequency 12:00, and is active. It was last scanned 10 hours ago. The scheduler will wait for 2 more hours before executing at the frequency 12:00.
  • The SendReminder has sequence number 2, frequency 00:00, but is inactive. Hence it will be skipped by the Scheduler and moved to the next job.
 

Note: The Last scan started, and the Last scan ended columns show when the job was executed previously. 

 

Here are a few samples of jobs that are executed by the Scheduler in Vtiger CRM:   

 

Number

Job Name

Tasks triggered when the Scheduler runs

1

Workflows

  • Sending emails
  • Creating events and tasks
  • Updating fields
  • Creating records
  • Invoking custom functions

2

Send Reminder

Email reminders sent to you of upcoming events

3

Recurring Invoice

Recurring Invoices that are automatically created from sales order records

4

Mail Scanner

The incoming emails are scanned, and appropriate records are created automatically 

5

Scheduled Import

If your import file contains more than 1000 records, your import is scheduled to be completed

6

Email Campaigns

  • Creating email campaigns
  • Sending email templates
  • Keeping track of emails that interest your customers

7

Auto Google Sync

To sync Google Contacts/Calendar with Vtiger and vice versa, that keeps you updated on both sides

8

Schedule Reports

To send Reports in .csv format at regular intervals to specific users through email

 

Changing the sequence in the Scheduler

You can change the sequence in which the jobs are executed by the Scheduler when the cron runs.

Follow these steps to change the sequence of a job:

  1. Click the User Menu icon on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to the Automation section.
  4. Click Scheduler.
  5. Click the Drag icon under the Actions column.
  6. Drag the job and place it wherever you wish in the jobs’ list.

A success message saying ‘Sequence updated successfully’ will pop up, and the sequence number of the job will be changed.

Changing the status of the jobs in the Scheduler

Vtiger CRM provides you the flexibility to enable or disable the jobs that you do not want the scheduler to execute. For instance, if you don’t want a workflow job to be executed, you can disable it by making it inactive.

status
 

Follow these steps to change the status of the job:

  1. Click the User Menu icon on the top right corner of the screen.
  2. Click the Settings button.
  3. Go to the Automation section.
  4. Click Scheduler.
  5. Click the Edit icon next to the corresponding cron job to change the status.
  6. Select Active or Inactive from the Status dropdown.
  7. Click Save.

The status of the job will be changed to Inactive, and the Scheduler will skip it.

 

Note: If the Scheduler is currently executing a job, then the job status is changed to Running. After the execution is complete, switches back to Active status. All of this happens in a split second.

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