Automation Scheduler

Overview

What is Automation Scheduler in Service Automation? 

An Automation Scheduler is a system that initiates the workflow automatically without any human intervention when the scheduler/time conditions are met. 
This feature automatically triggers the workflows for the scheduled job based on the defined conditions. It helps with the execution of any workflows that must be performed at a specific time or repeatedly. 

For more information on Automation Scheduler, refer to the below YouTube channel.

The following infographic summarizes the Automation Scheduler in Service Automation.  

Figure: Automation Scheduler feature in Service Automation  

Why is an Automation Scheduler required for Service Automation? 

Modern, dynamic organizational environments are characterized by complex business procedures. These processes/procedures require scheduling to ensure a smooth operation. As these processes involve multiple systems and interdependencies between different applications, the efficient functioning of the scheduled jobs will be a priority.  

Automating the scheduler assists the Service Automation in the following ways: 

• Helps in scheduling the repetitive automation jobs for Infrastructure and Applications. 
• Aids in the re-use of the Automation Workflows in multiple schedules for an effective Automation Management System. 

The following detailed infographic illustrates the process flow of the Automation Scheduler as the source.  

Figure: Automation Scheduler- Process Flow 

The description of the highlighted step numbers is listed as below: 

1. The Automation Scheduler is the trigger source that internally invokes the configured workflow when the defined time conditions are met. The system creates an entry in the event queue to start the flow. 

   Note

   The SummitAI ITSM source involves logging in to the Summit Portal and initiating the workflow by creating an incident, service request, or work order. 
   

2. Listener Service loads event details from the Event queue. 
   
3. Event listener processes the event, identifies the Workflow, and inserts details in the queue. 
   
4. Execution service loads the script and target details. Executes and outputs data to the database. 
5. Loads Master data, Incident, SR, and Work order details.  

Use Cases 

Let us understand practical use cases of Automation Scheduler.  

The following infographic depicts the steps to be executed for Automation Scheduler. 

Figure:  Automation Scheduler- Execution steps 

Use Case 1 

Automation of information collection and delivery from HRMS system 

Every Friday, the HR Manager wishes to automate a connection with the HRMS system to get a list of newly hired employees and deliver that information to the Management team through email.  

Step 1: Write the scripts 

Create the scripts needed to gather the information on newly hired employees and information delivery to management. 

Step 2: Configure the Workflow 

Configure a new workflow, configure the scripts, and define the target CI details and inputs. 

Step 3: Configure the Scheduler 

Configure a new scheduler and define the name and basic details.  
Define the frequency option as follows: 
Frequency -> Recurring -> Weekly -> Friday. 

In the Action option, select the workflow configured in step 2. 
In the parameter section, select the email recipient (from the management team). 

Step 4: Invoke and execute the workflow 

The configured scheduler invokes and executes the configured workflow internally when the defined conditions are met. 

The API Trigger executes the configured workflow. A connection will be established with the HRMS tool, and the list of newly hired employees will be captured and delivered to the management team through email. This step marks the end of the task.  

Use Case 2 

Server Maintenance Process

Restarting of the Windows Servers at end of the month during non-business hours for Server Maintenance. 

Step 1: Write the scripts 

Create the scripts for the following parameters: (based on the requirement) 

• Clean up the temporary files and remove the junk files. 
• Establish a connection with a server and track the status (Connected/Disconnected). 
• Initiate a restart. 

Step 2: Configure the Workflow 

Configure a new workflow, configure the scripts, and define the target CI details and inputs. 
 
Step 3: Configure the Scheduler 

Configure a new scheduler and define the name and basic details.  
Define the frequency option as follows: 
Frequency -> Recurring -> Monthly -> 31st -> 1AM. 

In the Action option, select the workflow configured in step 2. 
In the parameter section, select the email recipient (for the entire organization). 

Step 4: Invoke and execute the Workflow  

The configured scheduler invokes the configured workflow internally when the defined conditions are met. 

A communication email about the server maintenance will be sent and the windows server will be restarted on the selected devices. This step marks the end of the task.  

Use Case 3 

Collection of Cloud billing information

Schedule a weekly automation job to connect to public clouds like AWS and Azure to collect the billing data and send the report to the application owner. 

Step 1: Write the scripts 

Create the scripts for the following parameters (which might involve multiple scripts). 

• Connection to the Public Cloud. 
• Capturing billing information. 
• Sharing the report with the application owner. 

Step 2: Configure the Workflow 

Configure a new workflow, configure the scripts, and define the target CI details and inputs.  

Step 3: Configure the Scheduler 

Configure a new scheduler and define the name and basic details.  
Define the frequency option as follows: 
Frequency -> Recurring -> Weekly -> Any day in the week. 

In the Action option, select the workflow configured in step 2. 

Step 4: Invoke and execute the Workflow  

The configured scheduler invokes the configured workflow internally when the defined conditions are met. 

 A connection will be established with the public cloud, the billing data will be captured, and the report will be delivered to the application owner. This step marks the end of the task. 
 

• Advantages of automating these processes are: 

1. Saves time in information delivery and removes human intervention.
2. The acquired information will be current and consistent across the system.
3. Automating these recurring tasks saves time and effort. 

Feature Capabilities 

Figure: Automation Scheduler- Feature Capabilities 

Steps to configure and view Automation Scheduler  

1. Configure the Workflow
2. Configure the Scheduler
3. View Job History/ Execution History 
   

1. Configure the Workflow  

Workflow is a combination of one or more tasks executed in a specific order on a Configuration Item (CI) to achieve a particular service to a customer or team or individual. In Workflow, conditions are defined. If this condition is met, the defined Scripts are executed. This does not require any manual intervention. Using drag and drop, you can add a Script or Condition to the Workflow. 

2.  Configure the Scheduler 

In this step, you can configure new schedulers for the desired workflows. The New Scheduler feature consists of three important sections namely: 

• General 
• Frequency 
• Actions 

The following flowchart represents the New Scheduler sections in detail. 

 

Figure: New Scheduler Flowchart 

To configure a new scheduler, perform the following steps: 

1. Navigate to Orchestration > User > Orchestration.
   
   
2. In the Orchestration application, navigate to Automation Schedulers in the left pane.
   The Automation Schedulers list page is displayed. 
   
   Figure: Automation Schedulers: Schedulers page
   
   
3. Click the “+” icon at the top right corner, which is the New Scheduler option. 
   A New Scheduler page is displayed.  
   
   
4. In the General tab, specify the Name (which is a mandatory field) and Description. Enable the Active toggle switch to make the status of the scheduler as Active or vice-versa.
    
   
5. Click NEXT. 
   
   Figure: New Scheduler page: General Tab 
   
   

6. In the Frequency tab, configure the frequency of the scheduler. 
   Select the desired Scheduler Type. 
   

   Information

   There are 2 Scheduler Types namely, One Time and Recurring.  
   One Time option can be selected if a scheduler for a particular workflow(s) must be executed only once.  
   The Recurring option can be selected if a scheduler for a particular workflow(s) must be executed multiple times. 

   CASE 1: Select the One Time checkbox. Specify the Start Date and Start Time of the scheduler. 
   

   Note

   The specified start date and start time should not be lesser than the current date and time. 

   Select the Timezone from the drop-down.  
   Click NEXT. 
   
   
   

   Figure: Frequency Tab- One Time 
   
   CASE 2: Select the Recurring checkbox.  
   Scenario 1: Select the Daily option.  
    
   *In Daily Frequency, select the One Time checkbox. 
   Specify the Start Date and Start Time of the scheduler.
   

   Note

   The specified start date and start time should not be lesser than the current date and time.

   Select the Timezone from the drop-down.  
   Select the desired End Type from the available options. 
   Click NEXT.
   
    
   Figure: Frequency Tab: Recurring: Daily-One Time 
   
   *In Daily Frequency, select the After Every checkbox. 
   Specify the desired Every and Time options from the drop-down. 
   Specify the Start Date, Start Time, and End Time of the scheduler. 
   

   Note

   The specified start date, start time, and End Time should not be lesser than the current date and time.

   
   Select the Timezone from the drop-down.  
   Select the desired End Type from the available options. 
   Click NEXT. 
    
   
   Figure: Frequency Tab: Recurring: Daily-After Every 
   

   Scenario 2: Select the Weekly option 

   Specify the Start Date and Start Time of the scheduler. 
   

   Note

   The specified start date and start time should not be lesser than the current date and time. 

   Select the Timezone from the drop-down. 

   Select the desired days on which you wish to execute the recurring scheduler by choosing the option on Schedule on These days drop-down. 
   Select the desired End Type from the available options. 
   Click NEXT. 
   
   
   Figure: Frequency Tab: Recurring- Weekly 
   
   

   Scenario 3: Select the Monthly option. 

   Specify the Start Date and Start Time of the scheduler.
   

   Note

   The specified start date and start time should not be lesser than the current date and time. 

   Select the Timezone from the drop-down.
   

   Choose the Select Date and Select Month option from the drop-down. 

   Select the desired End Type from the available options. 
   Click NEXT.  

   
   
   Figure: Frequency Tab: Recurring- Monthly 
   
   

7. In the Actions tab, configure the action for the scheduler. 
   Select the desired Workflow (which is configured for API Trigger event) from the drop-down, which is a mandatory field. 
   The mapped Parameter will be displayed. Enter the relevant Value in the box. 
   Click SUBMIT.  
   The Scheduler will be created successfully, and you will be directed to the List page. 
   

   Note

   The workflow which must be triggered by the scheduler must be defined here in Actions. 

   
   
   
   Figure: New Scheduler page: Actions tab
   

Analyzing the Automation Schedulers List page 

The Automation Schedulers List page provides a consolidated view of all the configured Schedulers and provides a provision to perform certain crucial actions on the same page.


Figure: Automation Schedulers List page- Part 1 

Figure: Automation Schedulers List page- Part 2 

The following table provides information about Scheduling status depicted at the top of the Automation Schedulers List page. 

The following table describes the fields on the Automation Schedulers List page. 

The following table describes the icons on the Automation Schedulers List page. 

3. View Job History/Execution History

The Job History option provides the status report of the configured schedulers (Success or Failure) based on the selected dates. This option helps in analysing all the previous activities of the scheduler and assists in better decision-making. 

Figure: Job History pop-up

• Run Now- The Run Now option enables the immediate execution of the configured scheduler.  
  When the scheduler is in “Disabled” state, the Run Now option cannot be executed. 
  

  Note

  The Last Execution Time and Next Execution Time values will not be impacted by the Run Now option.

  
  
  
  Figure: Run Now confirmation message pop-up 
  
  
  Figure: Run Now success message pop-up