2212605 - Understanding and using the generic sections - Scheduled Job setup - Partner & Support

Understanding the generic sections that are required when creating a new scheduled job from provisioning

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SAP SuccessFactors HXM Suite

JOB DEFINITION:

• Job name:
  The name you want to give to the job
  
  
• Job Owner:
  The user that you want the job to be run as. This user needs to have permissions to execute the job.
  For example, when setting up an Employee export, the job owner user needs to have the employee export permissions. If this user has a restricted target population this will also affect the job.
  
  
• Job Type:
  The job type you want to schedule
  
  
• Job Parameters:
  This is a dynamic screen depending on the job type selected.

SERVER ACCESS:

• Host Address:
  This is the address of the FTP server we are using to import or export the file.
  Ticking the "SF hosted SFTP server" means that you will be connecting to the SuccessFactors FTP server for this datacentre. This will fill the Host address field with an internal address automatically.
  If you are not using the SF hosted FTP server then you have to manually enter the address there.
  
  
• For SF hosted SFTP server in another datacentre you can use the below host names in the field:
• DC2: prodftp2.successfactors.eu:22
• DC4: sftp4.successfactors.com:22
• DC12: sftp012.successfactors.eu:22
• DC8: sftp8.successfactors.com:22
• DC10: sftp10.successfactors.com:22
• DC16: sftp16.sapsf.eu:22
  
  
• For a connection to the customer's FTP server, the customer needs to provide the name to enter in the details.
  If this is a first time connection to the 3rd party or customer FTP server, the SAP SF Operations team will have to open an exception in the datacentre firewall to allow the connection.
  Please open a support case to request the exception be created. 
  Cloud Product Support Staff should review example JIRA reference: COSR-113187, also please provide the attached form with the information from customer side.
• FTP Login:
  The account name that we are connecting to. To be provided by the customer, or you can retrieve it from other previously scheduled jobs
  
  
• FTP password:
  The password for the account that we are connecting to. To be provided by the customer.
  
  
• FTP passive mode:
  Rarely (if ever) used. Check with Operations before selecting this mode.
  
  
• SFTP protocol:
  Mandatory for SF hosted FTP server. If customer hosts their own FTP, check with them first before activating this option.
  
  
• Test connection:
  You can test the connectivity to the FTP server. This will use the details entered above to do a test connection.
  
  
  
  
• Test file put permission:
  This tests whether the account setup above has the write permissions. Write permissions are required if you are scheduling an export.
  
  
  
  
  Both "Test connection" and "Test file put permission" are dynamic so you can perform testing on the fly without saving the job setup.

FILE ACCESS:

• File Path:
  This is the place where the import/export file is located. It is relative to the login user's home directory. (Example: /outgoing). The customer should provide the desired path, or you can take the details from a previously setup similar job
  
  
• File Name:
  The name of the data file for importing or exporting. Ideally this should be provided by the customer.
  When importing, ensure that the filename has an extension like .csv, .txt, etc.. If you don't use an extension name, your import will fail with the following error:
  "com.successfactors.jobscheduler.ScheduledJobExecutionException: String index out of range: -1 "
  
  
• Date Format:
  There are four formats you can select (yyMMdd, mmDDyyyy, yyyyMMdd, and ddMMyyyy).
  This works in conjunction with the File Name field. 
  
  By default the date is appended before the ".xxx" in the filename.
  For example if your file name is "FileABC.csv" and you select date format "yyMMdd" then the system will export or import the file called:  FileABCyyMMdd.csv
  
  If you want to have it in another position you can use "$date" to force it.
  For example if your file name is "$date_FileABC.csv" and you select date format "yyMMdd" then the system will export or import  the file called: yyMMdd_FileABC.csv

When changing the settings for file name and/or date format, the job setup screen will give you an example of the format that it will be looking for. This will be displayed in green text next to the file name field. See below screenshot:

File Encryption:
The customers can choose to encrypt the files using PGP. For files that are encrypted, please add .pgp to the end of the file name.
For exports jobs customers need to provide us with a PGP encryption key and we can load it into provisioning.
For import jobs we need to give them a key to encrypt files.
Each instance will have it's own set of encryption keys so if they have already set this up before you can just select the PGP option.
If it was not set up before, reach out to the platform team to have them assist with the PGP key exchange. Please see KBA linked below for generating PGP keys.

JOB OCCURENCE & NOTIFICATION:

• Occurence: (How often do we want to run this job?) We support 3 types of settings here:
  
  
• Once: The job will run once only
  
  
• Recurring:
• Daily:
  It will run each day at the set times. To select the time(s) you need to pick the hours from the list on the right, and minutes from the dropdown.
  Example: For 5:30AM and 5:30PM, select "5" and "17" in the hours, and "30" in the minute.
  Note: It is possible to select more than one time in the same job, in this case, job will run multiple time at the same day.

• Weekly:
  It will run on the set days per week based on your selection.
  You can choose to run every week or only a specific week of the month (first, second, third, fourth, last)
  
  
• Monthly:
  Similar to weekly but allows you to choose one or more days in the month to run. For multiple selection use CTRL.
  
  
• Yearly:
  Similar to monthly but allows you to pick only certain months instead of each month.

Note: for the Weekly / Monthly / Yearly schedule you need to pay attention to the start date field.
Whatever time is set in the start date field will be the time at which the job will be run.
For example you set the job to run weekly on Fridays and Mondays, and you set the start date for Next Thursday at 04:00 AM.
Then the job will start next Friday at 04:00 AM. After which it will be executed weekly on Friday and Monday at 04:00AM.

• Dependant of:
  Allows you to select a prerequisite job. The schedule job will start only after the prerequisite job is finished successfully.
  You can set the start to be immediately after the prerequisite job ends, or offset the start time.
  
  
• Additional E-Mail Recipients:
  You can setup additional recipients for email notifications from this job here. Enter additional E-mail addresses, separated by commas, for all the users who want to receive the notifications.
  If you don't set any additional emails here then only the job owner will receive the notifications (based on the email associated with that owner in the SF instance)
  
  
• Send E-mail when job starts:
  By default, jobs only send an email notification after the job completes or fails.
  Use this option so that the job sends an email when it starts as well.

 Please note that it is not possible to customize the body of the email notification.

Scheduled Jobs, scheduling Jobs, Employee Import, Employee Export, Bulk employee Import,SFTP import,FTP , KBA , LOD-SF-PLT-JOBS , Scheduled Jobs , LOD-SF-SER-PRV , Provisioning Changes , How To