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Automation Schedules

Form ID: (SM205020)

On this form, you can select a processing form and schedule the automatic execution of a specific action for documents that match certain conditions. Also, you can view other schedules that have been defined for the same form or other forms and modify them as needed. For details on using automation schedules, see Automated Processing: General Information.

On this form, you can also select a generic inquiry form and schedule the occurrence of a business event for which the data is defined by this generic inquiry. For details on business events, see Using Business Events.

On this form, you can also schedule the automatic sending of email notifications. For details on configuring template-based emails, see Email Templates.

The form is available only if the Scheduled Processing feature is enabled on the Enable/Disable Features (CS100000) form.



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Back to TopForm Toolbar

The form toolbar includes the buttons described below.

Button Description
View Screen Navigates to the form that is the object of automation.
This button appears on the toolbar only if Mass-Process or Raise Business Event is selected in the Action drop-down box.
View History Opens the Automation Schedule History (SM205035) form.

Back to TopSummary Area

In the Summary area, you select an existing automation schedule for viewing or editing its settings or specify the settings of a new schedule.

Element Description
Schedule ID The identifier of the automation schedule. When you are saving a newly created schedule, the system generates the identifier automatically based on the value in the Description box.
Active A check box that indicates (if selected) that the automation schedule is active and can be used for automation.
Action Defines the action that the system should perform according to this schedule. The following options are available:
  • Mass-Process: The system should perform the operations on a selected processing form.
  • Raise Business Event: The system should raise and process the business events configured for this inquiry form on the Business Events (SM302050) form.
  • Send Email Notification: The system should send email notifications that are configured on the Email Templates (SM204003) form.
Screen ID Required. The name of the Acumatica ERP processing or inquiry form that is the object of automation. You click the magnifier button in the box to open the Select Screen ID lookup table, where you can select the form by searching or filtering by its title, screen ID, workspace, or category.
This box appears on the form only if the Mass-Process or Raise Business Event option is selected in the Action drop-down box.
If the Mass-Process option is selected, the box lists only mass-processing forms. If the Raise Business Event option was selected, the box lists only inquiry forms.
Action Name Defines the name of the action that the system should perform by schedule. The corresponding name of mass operation is inserted automatically based on the processing form specified in the Screen ID box.
This box appears on the form only if the Mass-Process option is selected in the Action drop-down box.
Description Required. A description of the automation schedule.

Back to TopDetails Tab

You use the Details tab to enter, view, and edit additional settings of the automation schedule.

Table Columns

Element Description
Starts On The date when the schedule starts.
By default, the box contains the current business date.
Expires On The date when the schedule expires.
No Expiration Date A check box that indicates (if selected) that the schedule never expires.
Execution Limit The number of times the schedule should be executed.
No Execution Limit A check box that indicates (if selected) that the schedule can be executed an unlimited number of times.
Executions to Keep in History The number of the latest schedule executions that are stored in the history. The oldest records of the schedule executions are removed from the schedule history along with the information about the processed documents if the number of records stored in the history exceeds the number specified in this box.
Keep Full History A check box that indicates (if selected) that the automatic deletion of the execution history is disabled. Selecting this check box makes the Executions to Keep in History box unavailable.
Max Consecutive Aborted Executions The maximum number of times the automation schedule can be consecutively aborted before the system deactivates it and displays an error message that describes the problem.
This box is available if the Do Not Deactivate check box is cleared.
Do Not Deactivate A check box that you select to indicate that the system should not deactivate the schedule, even if errors occur during its execution.
Process with Branch The branch or the company without branches under which the schedule should be processed. For example, if documents are created by this schedule, the system creates these documents and specifies the selected branch or company for each document.
By default, when the schedule is created, the system inserts in this box the default branch specified for the admin user.
This box appears on the form only if multiple branches or companies are configured in the system and the currently signed-in user has access to multiple branches or companies on the form selected in the Screen ID box of the Summary area.
Executed A read-only box that displays the number of times the schedule has been executed.
Last Executed The date when the schedule was executed last.
Next Execution The date when the schedule will be executed next.
Time Zone The time zone in which the schedule operates.
By default, this is a time zone specified in the profile of the user who creates the schedule. If a time zone is not specified for the user, then it is time zone set for the application server.

Back to TopSchedule Tab

You can use the Schedule tab to specify particular the particular interval, days, and time to execute the schedule.

Execution Date Section

In this section, you select the type of the schedule and the appropriate settings for the type, as described below.

Element Description
Frequency The frequency at which the system should run the schedule. The following options are available:
  • Daily: The schedule runs daily or every x days.
  • Weekly: The schedule runs weekly or every x weeks.
  • Monthly: The schedule runs monthly or every x months.
  • Financial Period: The schedule runs each financial period or every x financial periods.
The following elements are displayed if the Daily frequency is selected.
Every x Day(s) An integer that represents the time interval (in days) for schedule execution. For example, 1 means every day and 2 means every other day, starting on the date specified in Starts On on the Details tab.
The following elements are displayed if the Weekly frequency is selected.
Every x Week(s) An integer that represents the time interval (in weeks) for schedule execution, with the boxes below indicating the day of the week when the schedule should be executed. You can select any of the check boxes below.
Sunday A check box that indicates (if selected) that the system should execute the schedule on Sunday.
Monday A check box that indicates (if selected) that the system should execute the schedule on Monday.
Tuesday A check box that indicates (if selected) that the system should execute the schedule on Tuesday.
Wednesday A check box that indicates (if selected) that the system should execute the schedule on Wednesday.
Thursday A check box that indicates (if selected) that the system should execute the schedule on Thursday.
Friday A check box that indicates (if selected) that the system should execute the schedule on Friday.
Saturday A check box that indicates (if selected) that the system should execute the schedule on Saturday.
The following elements are displayed if the Monthly frequency is selected.
Every x Month(s) An integer that represents the time interval (in months) for schedule execution. For example, a 3 represents schedule execution every three months.
Day Based On An option that indicates the day of the month or the week when the schedule should be executed, as well as a box or pair of boxes where you provide more specific information about the day.
The following options are available:
  • Fixed Day of Month (default): The schedule runs on the day of the month selected in the unlabeled box to the right of this box. For example, a 2 represents schedule execution on the second day of the month.
  • Fixed day of Week: The schedule runs on the specified week of the month and day of the selected week, such as Second Thursday.
    • If you select this option, you select the values in the two unlabeled boxes to the right of this box.
Day of the month The day of the month. This unlabeled box appears on the form only if Fixed Day of the Month is selected in the Day Based On box.
The default value is 1.
Specific day A pair of unlabeled boxes that indicate which week of the month and day of the week are used. These boxes appear on the form only if Fixed Day of the Week is selected in the Day Based On box.
The first box contains the ordinal number of the day of the week. The following options are available:
  • First (default)
  • Second
  • Third
  • Fourth
  • Last
The second box contains a drop-own list with all days of the week. The default value is Sunday.
The following elements are displayed if the By Financial Period frequency is selected.
Every x Period(s) An integer that represents the time interval between schedule executions, measured in financial periods, with the options below indicating the date when the schedule should be executed. All the transactions will be dated on this date. You can select one of the options below.
Date Based On An option that indicates when the schedule should be executed in the financial period.
The following options are available:
  • Start of the Period: (default): The schedule runs on the start date of the financial period.
  • End of the Period: The schedule runs on the end date of the financial period.
  • Fixed Day of the Period: The schedule runs on a particular day of the financial period.
    • If you select this option, you select the value in the unlabeled box to the right of this box..

Execution Time Section

In the Execution Time section, you can specify the particular times to start and stop schedule execution on the dates specified in the Execution Date section. Processing will be performed in sessions, for which you specify the start and end time (to define the session duration) and the interval between the sessions. The system will initiate new sessions until all the documents are processed.

Element Description
Next Execution Date Required. The date when the schedule will be executed next.
The system fills in the value in this box automatically based on the value specified in Starts On on the Details tab and the values of other elements specified in this section. You can adjust the value in this box manually.
Start Time Required. The hour and minute when the first session of the schedule should start.
Stop Time The hour and minute when the first session of the schedule should stop. When the specified time comes, the system finishes processing of the current document (if the processing is in mid-document at the stop time) and proceeds with the next documents at the next execution time.
Every (hh:mm) The interval in hours and minutes between successive sessions of execution if the schedule must be executed multiple times a day.
If you specify a value in this box, you must specify the value in the Stops On box.
Next Execution Time Required. The time when the next session should start.
When the schedule is created, the system inserts in this box the default value that depends on the current time and the value selected in the Starts On box.
Exact Time A check box that indicates (if selected) that the schedule should be executed next at exactly the time specified in the Next Execution Time box. If the check box is cleared, the system may shift the next execution time of the schedule by multiple minutes. We recommend that you select this check box if another schedule that depends on the current schedule should be executed after the current schedule.
By default, this check box is cleared.

Back to TopConditions Tab

On the Conditions tab, you define the conditions for the schedule to be executed. If documents or records on the Acumatica ERP form specified in the Screen ID box match the conditions specified here, the action specified in the Action Name box of the Summary area will be executed for this document.

The tab is displayed if the Mass-Process or Raise Business Event option is selected in the Action drop-down box.

The table toolbar has only standard buttons.

Column Description
Active A check box that indicates (if selected) that the condition is active.
Field Name The field on the selected form. You can set up conditions on the field value.
Condition The logical operation to apply to the value of the selected data field. The following options are available:
  • Equals
  • Does Not Equal
  • Is Greater Than
  • Is Greater Than or Equal To
  • Is Less Than
  • Is Less Than or Equal To
  • Contains
  • Starts With
  • Ends With
  • Does Not Contain
  • Is Between
  • Is Empty
  • Is Not Empty
Relative A check box that indicates (if selected) that the value of the date field is relative with respect to the current business date. This option is used only if the field selected in the Field Name column for this row is a date field.
Value The first value of the condition to be compared with the value of the data field selected in this row.
For data fields of the date type, you can select one of the following date-relative parameters in the Calendar dialog box:
  • @Today: The business day.
  • @WeekStart and @WeekEnd: The start and end of the current week. The start and end of the week are determined based on the default system locale or the locale the user has selected when signing in to Acumatica ERP. System locales are defined on the System Locales (SM200550) form.
  • @MonthStart and @MonthEnd: The start and end of the current month.
  • @QuarterStart and @QuarterEnd: The start and end of the current quarter.
  • @PeriodStart and @PeriodEnd: The start and end of the current financial period. The financial periods are defined on the Financial Year (GL101000) form.
    • For more information about financial periods in Acumatica ERP, see Managing Financial Periods.
  • @YearStart and @YearEnd: The start and end of the current calendar year.
All the date-relative parameters use the date of the server that is used to run the Acumatica ERP instance as the current date. Additionally, you can modify the date-relative parameters by adding or subtracting integers. The unit of measure of the parameter is determined automatically and the reference point is moved according to the measurement of the parameter—for example, @WeekStart+1 relate to the start of the next week.
Value2 The second value of the condition, if required by the condition selected in this row. Most of the conditions require only one value to be specified, while Is Between requires two values.
For data fields of the date type, you can use one of the date-relative parameters, as described in Value.

Back to TopFilter To Apply Tab

If the scheduled form (the form selected in the Screen ID box of the Summary) is a processing form that has a Selection area, on this tab, you can assign values to any of the elements in the Selection area of the form that has been selected for processing. This tab appears on the form only if the processing form has a Selection area.

If the scheduled form is a generic inquiry form with parameters, on this tab, you can assign values to any of the parameters of the generic inquiry. This tab appears on the form only if the generic inquiry has parameters.

The table toolbar has only standard buttons.

Column Description
Active A check box that indicates (if selected) that the condition is active and will be used during schedule execution.
Field Name The field in the Selection area whose value you want to set or the parameter of the generic inquiry.
Value The value to be assigned to the field selected in the Field Name column for this row.
For data fields of the date type, you can select one of the following date-relative parameters in the Calendar dialog box:
  • @Today: The business day.
  • @WeekStart and @WeekEnd: The start and end of the current week. The start and end of the week are determined based on the default system locale or the locale the user has selected when signing in to Acumatica ERP. System locales are defined on the System Locales (SM200550) form.
  • @MonthStart and @MonthEnd: The start and end of the current month.
  • @QuarterStart and @QuarterEnd: The start and end of the current quarter.
  • @PeriodStart and @PeriodEnd: The start and end of the current financial period. The financial periods are defined on the Financial Year (GL101000) form.
    • For more information about financial periods in Acumatica ERP, see Managing Financial Periods.
  • @YearStart and @YearEnd: The start and end of the current calendar year.
All the date-relative parameters use the date of the server that is used to run the Acumatica ERP instance as the current date. Additionally, you can modify the date-relative parameters by adding or subtracting integers. The unit of measure of the parameter is determined automatically and the reference point is moved according to the measurement of the parameter—for example, @WeekStart+1 relate to the start of the next week.
Ignore Error This check box is obsolete and is preserved for backward compatibility.
A check box that indicates (if selected) that the system should ignore any errors occurred during processing with the specified field value or execution of the generic inquiry with the specified parameter value.

Back to TopEvents Tab

You use this tab to view existing business events that trigger the selected schedule.

The tab is displayed only for saved automation schedules.

The table toolbar has only standard buttons.

Table Columns

Column Description
Event ID The unique identifier of the business event. You can click the link in the column to open the Business Events (SM302050) form for the selected event.
Description A description of the business event.
Active A check box that indicates (if selected) that this business event is active and the system can process the subscribers specified on the Subscribers tab if this business event has occurred.
Type The type of the business event, which can be one of the following:
  • Trigger by Record Change: The system processes the subscribers specified on the Subscribers tab when the inquiry results or data provided by the data entry form have changed in the ways that meet the conditions specified on the Trigger Conditions tab. The option is available if an inquiry form or data entry form is specified in the Screen Name box. For details on this type of business event, see Business Events: Data Change Processing.
  • Trigger by Schedule: At the times and frequencies specified on the Schedules tab, the system checks the results of the inquiry and processes the subscribers specified on the Subscribers tab if the inquiry results satisfy the conditions specified on the Trigger Conditions tab. The option is available if an inquiry form is specified in the Screen Name box. For more information about this type of business event, see Business Events: Scheduled Event Processing.
  • Trigger by Action: The system processes the subscribers specified on the Subscribers tab when a user clicks the action specified in the Action Name box for this business event. The option is available if an inquiry form or data entry form is specified in the Screen Name box. For details on this type of business event, see Business Events: User-Triggered Processing of Subscribers.

Back to TopEmail Notifications Tab

On the Email Notifications tab, you can view the list of email templates that are used to generate email notifications related to the schedule.

The tab is displayed if the Send Email Notification option is selected in the Action drop-down box.

The table toolbar has only standard buttons.

Column Description
Email Template The email template to be used to generate the body of the email notification. This template is defined on the Email Templates (SM204003) form.
Subject The subject of the notification, which can consist of text, a placeholder, or a combination of text and placeholders.
Screen Name The name of the form whose elements are used as the source of specific placeholders for this template.
Screen ID The identifier of the form whose elements are used as the source of specific placeholders for this template.

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