System Job Descriptions

This section contains overview of the system jobs, along with their descriptions and schedules. The MS Entra ID Integration Job, MS Entra ID Photo Integration Job, Process Reminders Job and AD Integration Job are described in separate topics.

Process Absence Plans Job

Schedule: Daily “4:55:00 – 4:55:59” AM

Description: The job generates the following based on the Absence Plan settings:

• Absence allowances
• Carried overs
• Extra days
• Prorates terminated employee sicknesses and vacation allowances

Process Employees Job

Schedule: Hourly “between the 1st and 3rd minute of every hour”

Description: Updates employee information (on the employee card and/or in the employment history) as well as employee-related information when an employee is added or employee information is updated as follows:

• In case employee information was changed during the previous hour:
  • If any of the following fields on the employee card were updated, the corresponding fields from this set of fields are also updated in the employment history (the employee card field values will have a higher priority and will overwrite the employment history field values):
    • Manager
    • Company
    • Country
    • Cost Centers
    • Location
    • Legal Entity
    • Employment Type
    • Work Pattern
      Note

      The Work Pattern field is processed by the job only on condition that the Calculate Annual Leave Based On Employment History setting is set to Yes.
  • If any fields were updated in the employment history, but the employee card was not changed, the employee card is updated with information from the employment history.
  • If the updated employee now has an AD account, this employee is added to the ES Employees group in the site permissions.
  • If a person is specified as the employee's manager, and this person wasn't a manager before, this person is added to the ES Managers group in the site permissions. If that person is no longer this or any other employee's manager, this person is removed from the ES Managers group in the site permissions.
  • If the On Probation check box is now selected for the updated employee, a probation review period is started for this employee.
  • Competencies from the selected job role are assigned to the employee.
  • KPIs from the selected job role are assigned to the employee.
  • If the Sync LocalHR Employees setting (Settings> Settings and Configuration > General > Company Settings > Development) is set to Immediately, and the updated employee now has the Local HR role, this employee will be assigned as Local HR for all employees that meet the Local HR role's filters (for the corresponding companies, countries, locations, and org units).
  • If the Sync LocalHR Employees setting (Settings> Settings and Configuration > General > Company Settings > Development) is set to Immediately, and for the updated employee's company, country, location, and org unit now there is a corresponding Local HR role, that employee in the Local HR role will be assigned as Local HR for this updated employee.
• In case a new employee was added during the previous hour:
  • If the added employee has an AD account, this employee is added to the ES Employees group in the site permissions.
  • If a person is specified as the employee's manager, and this person wasn't a manager before, this person is added to the ES Managers group in the site permissions.
  • If the added employee has the On Probation check box selected, a probation review period is started for this employee.
  • If there are HR processes with the NewEmployee template, these HR processes are started for this new employee.
  • Competencies from the selected job role are assigned to the employee.
  • KPIs from the selected job role are assigned to the employee.
  • If there is an active performance review, for which this added employee is eligible, the employee is added to the performance review process and a performance review form is generated.
  • If the Sync LocalHR Employees setting (Settings> Settings and Configuration > General > Company Settings > Development) is set to Immediately, and for the employee's company, country, location, and org unit there is a corresponding Local HR role, that employee in the Local HR role will be assigned as Local HR for this added employee.

Prepare Dashboards Job

Schedule: Daily “5:35:00 – 1:35:59” AM

Description: For better system performance, some dashboards (Company Overview, Absences, Performance and Learning) function through SQL. The data for these dashboards is not taken from the SharePoint lists, but is stored to the SQL tables first. The Dashboards Job updates the dashboards based on the SQL tables.

Company Holiday Generation Job

Schedule: Daily “3:30:00 – 3:30:59” AM

Description: The job checks if the Generate Holiday for Following Years check box is selected for any of the current year's public holidays and if yes, this holiday is generated for the following years (the number of years is defined by the Years for Company Holiday Generation Time and Attendance setting). If the user makes changes to this year's holiday with the Generate Holiday for Following Years check box selected, the generated holidays will be updated accordingly. If the user clears the Generate Holiday for Following Years check box for this year's holiday, the generated holidays will be deleted.

Generate Certificates Job

Schedule: Daily “1:05:00 – 1:05:59” AM

Description: The Generate Certificates job is based on the Development Activities list. The job proceeds only with the items that have Certificate Type AND Development Activity Status = “Completed”.

Job Opening Integration Job

Schedule: Daily "04:15:00 – 04:15:59" AM

Description: This job republishes the job opening on the SEEK employer site if the SEEK job publishing period (30 days for standard job advertisements) has expired while the current date is earlier than the Lanteria HR job opening's publishing due date. Ensure that this job is enabled if you use integration with SEEK.

Performance Review Generation Job

Schedule: Daily "04:15:00 – 04:15:59" AM

Description: This job generates performance review rounds and performance review forms in accordance with the performance review generation settings.

Process Probation Reviews Job

Schedule: Daily “1:25:00 – 1:25:59” AM

Description: This job generates a reminder about approaching performance review for a probation review stage and generates a performance review form when Current Date = Probation Review Meeting Date - Notice Period in case in the probation review stage settings, a performance review type, performance review template, and performance review workflow were specified for that probation review stage.

Process Timesheets Job

Schedule: Daily “1:45:00 – 1:45:59” AM

Description: The job generates the timesheet records based on the approved absence records: it checks if there are any approved absences for the current day and if yes, creates timesheet records for the current day only. For using this functionality, mapping of the timesheet project and activity for each main absence type (vacation, sickness etc) must be set up (use the Timesheets Absence Mapping setting - Settings > Settings and Configuration > Time and Attendance > Timesheets).

Also, if any employee clicked Clock In and didn't click Clock Out till the end of the calendar day, the job automatically sets End time = 23:59 for such records.

Synch ELearning Data Job

Schedule: Daily “1:55:00 – 1:55:59” AM

Description: Only for SCORM. Synchronize all the employee Personal Development Plan records based on the Development Activities list. Update the Score and Status values.

Zip Recruiter Integration Job

Schedule: Daily “4:20:00 – 4:20:59” AM

Description: Manages integration of Lanteria HR with ZipRecruiter:

• The job verifies whether there are published open approved job openings with the ZipRecruiter job publishing option, and if found, sends these job openings to ZipRecruiter where they can be managed and published using a ZipRecruiter account.
• The job also deletes job openings on the ZipRecruiter site if their publishing period has expired.
• The job deletes a job opening on the ZipRecruiter side if it has not been synchronized for more than 5 days (for example, when you clear the ZipRecruiter-related settings because you no longer use this integration).
• The job verifies whether there are candidates who applied for the job opening that originates from Lanteria HR on the ZipRecruiter platform, and if detected, retrieves data about such a candidate, and then creates a candidate for the corresponding job opening in Lanteria HR.
• The job tries to reprocess data for a job opening in case it wasn't processed successfully during the previous synchronization (for example, because the related Candidate Self-Service site was down).

Process Terminations Job

Schedule: Daily “2:05:00 – 2:05:59” AM

Description: Job for the employee termination process. Gets all the employees from the Termination list with the {Today} Termination Date and terminates them. Creates records in the Employment History and updates fields in the Employees lists (Is Terminated, Termination Date, Leave Date, Eligible for Rehire, Employee Status).

Sync Local HR Employees Job

Schedule: Daily “4:59:00 – 4:59:59” AM

Description: Fills the LocalHR field in the Employees list based on records in the LocalHR list. The job has two types of schedules defined by the Sync LocalHR Employees setting (Settings > Settings and Configuration > General, Company Settings, the Development tab):

• Scheduled - job is scheduled once per day
• Immediately - job does not run based on a schedule. The items are updated each time after Employee, LocalHR or OrgUnit is changed.

Process Salary Review Job

Schedule: Daily “4:05:00 – 4:05:59” AM

Description: The job updates the Employee Salary Details for completed salary reviews for eligible employees.

Salary Processor Job

Schedule: Daily “4:35:00 – 4:35:59” AM

Description: Updates the employee salary details as well as employee current assignment details on the basis of the employment history and salary history if there are changes that should come into effect {Today}. The job processes the following cases:

• Updates (recalculates) employee salary details in case a specific salary change is not requested, but the changes in the employee's job assignment include at least one of the following:
  • A new main position is assigned – the salary will be recalculated to take into account the bonuses of the new main position if necessary.
  • The country is changed – the salary will be recalculated on the basis of the remuneration rules of the employee's new country if necessary.
  • The work pattern is changed – the salary will be recalculated on the basis of the employee's new work pattern if necessary.
    Note

    The Work Pattern field is processed by the job only on condition that the Calculate Annual Leave Based On Employment History setting is set to Yes.

  • The FTE is changed – the salary will be recalculated on the basis of the new FTE if necessary.

• Updates the employee's current assignment details on the basis of the requested changes in the employment history that should come into effect {Today}. The employment history records can be created as a result of changing the employee's job (the Change Job action on the General tab employee card or the Assign to/Change Job Position action on the Employment History page) or by creating a record directly in the employment history.
• Updates the employee salary details with the new specific requested salary, the effective date of which is {Today}, on the basis of the salary history. The salary history records can be created as a result of changing the employee's salary details when changing the employee's job, as a result of changing salary on the Salary Details page, or by creating a record directly in the salary history.

Data Export Job

Schedule: Daily “4:35:00 – 4:35:59” AM / Weekly (Monday)

Description: Export data from the Employees/Employee Salary Details list. Create separate file for every country. Data could be sent by E-mail, FTP or stored in the Data Export Library.

Absence Duration Recalculation Job

Schedule: Daily “4:25:00 – 4:25:59” AM

Description: The job recalculates and updates the Leave Balance in case of the changes to the employee work pattern. Recalculation will be performed if the Calculate Annual Leave Based On Employment History setting is set to Yes. Please note that the setting is not available by default and is added upon customer's request by the implementation engineer.

Clean Data Job

Schedule: Daily “5:05:00 – 5:05:59” AM

Description: The job deletes candidates from the system based on the Auto Delete Candidates and Auto Delete Candidate Months settings (Settings > Settings and Configuration > Recruiting > Candidate Database). If the Auto Delete Candidates check box is selected, the job will delete all the candidate information and the Candidate Registration list items after the number of months specified in the Auto Delete Candidate Months field. If the Auto Delete Candidates check box is cleared, the job will not delete the candidates.

Also, the Data Clean job will remove items older than 3 month for:

• Notifications Tasks list
• Application Log list

Cumulative Reminders Job

Schedule: Weekly on Friday “2:15:00 – 2:15:59” AM

Description: This job does the following:

• Sends a cumulative reminder about requests pending approval, if any, to each employee, that is a single reminder per employee for all employee's requests pending approval. The reminder states how many requests pending approval the employee has and provides a link the My Approval Requests page where the employee can review and approve the requests.
• Sends an email notification to every check-in session participant with an overview of updates in the check-in session(s) they are involved in if any. This notification contains a list of new check-in topic(s) added for the past week if added, including the topic authors and topic creation date and time, as well as the list of changed topics. A topic is considered changed only if its title is changed after 7 days have passed since the topic creation. In addition, the notification will state whether there are new comments for existing topics, and if yes, the author as well as comment creation date and time will be specified. The comments are considered new and will be included into the report until they are marked as read. 

Assign Mandatory Trainings Job

Schedule: Daily “5:05:00 – 5:05:59” AM

Description: If the Automatically Assign Required Training Activities check box is selected under Settings > Settings and Configuration > Recruiting, Learning Catalog, the Advanced tab, the Mandatory Trainings job will create the development activities for the required mandatory trainings in case they do not exist.

Process Training Budget Allocation Job

Schedule: Daily “5:15:00 – 5:15:59” AM

Description: The Training Budget Allocation Job assigns and updates budgets for the employee training according to the rules defined under Budget Allocation ( Settings > Settings and Configuration > Learning, Trainings).  

User Profile Integration Job

Schedule: Daily “4:25:00 – 4:25:59” AM

Description: Activate this job by enabling the UserProfileIntegration feature (through PowerShell). The users from the User Profile will create/update the Employee records.

DocuSign Synchronization Job

Schedule: Daily “00:30:00 – 00:30:59” AM

Description: The DocuSign Synchronization Job is used for updating the documents signed through Candidate Self-Service and their statuses. Also, the job removes the documents that have been made void or deleted through DocuSign from Candidate Self Service. For such documents, the document status (Sent, Signed, Declined) in Lanteria HR will be cleared. The documents with the blank status can be resent to the candidate.

LinkedIn Learning Integration Job

Schedule: Daily “5:20:00 – 5:20:59” AM

Description: The LinkedIn Learning Integration Job is used for synchronizing LinkedIn Learning with the Learning Catalog in Lanteria HR. Before enabling the job, please make sure that the integration is enabled and set up - Enable and set up the LinkedIn integration.

ADP Integration Job

Schedule: Daily “1:50:00 – 1:50:59” AM

Description: The job is used for synchronizing the Lanteria HR data with ADP. Before enabling the job, please make sure that the integration is enabled and set up.

Go1 Synchronization job

Schedule: Daily “4:25:00 – 4:26:59” AM

Description: This job is used for integration with Go1 and synchronizes E-Learning courses from Go1 into the learning catalog. Only the courses added to My Library in Go1 are synchronized. If a course is removed from My Library in Go1, the course is not deleted from the learning catalog if it was already synchronized before. This job is automatically enabled and disabled when you log in to or log out of Go1 correspondingly.

Additionally, the job verifies whether there are any decommissioned courses (employees won't be able to launch these course, but will be able to complete them within at least 60 days if they have already started them) among previously synchronized courses and, if detected, sends an email notification about it to employees in the HR role.

SQL Data Export Job

Schedule: Daily “3:15:00 – 3:15:59” AM

Description: This job copies the SharePoint lists structure and data to the SQL tables, which can then be used for advanced reporting tools such as Power BI, etc. This job must be enabled when the Report Center Storage company setting is set to SQL. It is not recommended that this system job is configured to be run more often than once per hour for Lanteria HR to have enough time to collect data for reports. Ensure the system job is enabled when you use the SQL report center storage type. Additionally, in the Sql Data Import Exceptions setting within the company settings, you can specify which SharePoint lists will not be processed by this system job.

Predictive Index Integration Job

Schedule: Daily “4:15:00 – 4:15:59” AM

Description: This job verifies whether there are new Predictive Index reports available in the Predictive Index for Lanteria HR employees (using the email or personal email) and candidates (using email) and, if found, retrieves the reports to the corresponding employee card (a retrieved Predictive Index report becomes available in the list of employee documents) or candidate card (a retrieved PI report becomes available in the list of candidate documents).

PowerShell Automation Job

Schedule: Daily “5:15:00 – 5:15:59” AM

Description: This job is intended for internal purposes only. It runs PowerShell scripts in the internal PowerShell Automation Tasks setting, which must be created to use this job. Each script will have its own schedule specified in the code of the script.

Adobe Acrobat Sign Synchronization

Schedule: Daily “00:40:00 – 00:40:59” AM

Description: The job synchronizes the documents signed or declined through Adobe Sign with candidate documents in Lanteria HR, if the statuses do not coincide. 

Candidate Tracking Job

Schedule: Daily “00:15:00 – 00:15:59” AM

Description: The job fetches data modified after Candidate Tracking Last Execute date and updates the Career Portal Application Statistics report. For the data to be fetched successfully, the Candidate Self-Service must be set up and a Candidate Self-Service site address must be specified in the Self-Service Url field for each job publishing option of the Career Portal type. If the data is fetched successfully by the job, it updates the last execution date for the corresponding job publishing option in the Candidate Tracking Last Execute field. This field stores a combination of the job publishing option GUID, last execution date and unique identifier of the application form version. Please note that the version will change if there are any modifications to the section (step) titles (new ones are added or existing ones renamed) in the default language (culture).

Employee Integration Job

Schedule: Daily “01:10:00 – 01:10:59” AM

Description: This job is used by the Employee Integration. It takes data from the .csv file residing on the FTP or SFTP server and updates the Employees list along with related lists, if configured.