IBM Atlas Suite Administrators Guide: Timer Tasks. for IBM Atlas Suite v6

Transcription

1 IBM Atlas Suite Administrators Guide: Timer Tasks for IBM Atlas Suite v6

2 IBM Atlas Suite Administrators Guide: Timer Tasks This edition applies to version 6.0 of IBM Atlas Suite (product numbers 5725-D75, 5725-D76, 5725-D77) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2004, US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents 1 Introduction Timer Task Framework TIMER-CONFIGURATION Timer Task Events Watchdog thread heartbeat System Statistics and Usage MatterStats Task Org Unit Change History Task Matter Report Generator Task Automatic License Generation Task System Housekeeping Expired Organization Membership Delete Task Scope Target Temp Table Reaper TempTableCleanup Task Authentication Password Encryption Task Alerts Alert Sender Task ChangeAlert Task ExpiredAlerts Cleanup Task Reports and Publications PDFReportRequest Task Policy Publication Task PublishCommunicationBulletin Task Legal Matters: Dashboard Matter Metrics Extraction Task Matter Real Time Metrics Extraction Task Matter Events Extraction Task Matter Exceptions Extraction Task... 15

4 Contents IBM Atlas Suite Administrators Guide: Timer Tasks 8 Legal Matters: Notices Receiver Task Notice Sender Task Send ReminderNotice Task Legal Matters: Preservation and Collection Plans ACHP Document Download Task Execute automatic hold and collection transactions Reject transactions for which approval process has been inactive for a period of time Send Reminder alerts to owners of transaction for ongoing transactions Legal Matters: External Repository Content Transfer Task Data Integrity Task Legal Matters: Document Import, Export, and Disposition Content Disposal Task DocumentExport Task DocumentExport Cleanup Task Prepare PstNMsgFileList Task Process DropBoxLocations Task Process ExtractedPstNMsgFile Task ZIPFileExtractor Task Retention Schedules ScheduleAndProjectInScope Task ScheduleChanges Task SchedulesCopyToSuborgs Task ScheduleStats Task TemplateChanges Task WorkflowTimeout Task Policy Distribution Runtime Engine IER Policy Distribution Automated Propagation Task Data Sources Data Governance Task Data Source Admin Org Calculation Task IBM Atlas ediscovery Cost Forecasting and Management Cost Forecast Stage 1-5 (Five Tasks)

5 1 Introduction A Timer Task is a background program that performs one of a variety of functions, including indexing uploaded documents, sending Notices to Collection and Hold targets, generating and publishing Reports, and so on. Each task is on its own schedule; by default, some run every five minutes while others run once a day, once a month, or even once a year. As they re running, the Tasks report their progress through a series of Events that are recorded in the Timer Task Log. The Timer Task Framework is the mechanism that launches the individual Timer Tasks. Sitting above the Framework is the Timer Task Watchdog, a task that makes sure the Framework is still running. The rest of this chapter tells you everything you need to know about the Timer Task Framework, Watchdog, and Events. The remaining chapters provide specifications of the Timer Tasks themselves. Each chapter collects the Tasks that pertain to a particular subject or module. N O T E You can t create your own Timer Tasks. I M P O R T A N T After modifying a Timer Task, you must restart the application server. 1.1 Timer Task Framework This section lists and describes the elements that affect the Timer Task Framework and Watchdog: Thread Count sets the maximum number of concurrent Timer Tasks (including the Watchdog thread) that the Framework will create. TIMER-CONFIGURATION Component is a specification of the Component that configures the Timer Task Watchdog Thread Count Each Task that s spawned and controlled by the Timer Task Framework is run in its own thread. The Watchdog, as well, takes a thread. The maximum number of concurrent threads that the system will create is set through the timertaskthreadcount property in the C:/ATLAS/Properties/appStrings.properties file on the application server: # # Timer Task Related Properties # timertaskthreadcount=10 If you don t have enough Timer Task threads, you ll see Task misfire threshold exceeded Events in the Timer Task Log. A misfire means that the Task was supposed to run, but didn t (for whatever reason). An occasional misfire isn t a

6 Introduction IBM Atlas Suite Administrators Guide: Timer Tasks problem, but if one or more tasks are becoming starved because of misfires, you should consider increasing the timertaskthreadcount value. On the other hand, if you think that the system performance is degraded because there are too many simultaneous Timer Task threads, you should decrease the count (and you should probably also decrease the frequency of the Tasks). The system won t see your change to the timertaskthreadcount value (nor anything else in appstrings.properties) until you restart the application server. 1.2 TIMER-CONFIGURATION N OTE The Component specification given here is copied from the IBM Atlas Suite Administrators Guide: Components book; it s reprinted here for convenience. For an explanation of the format, see the Introduction to the Components book COMPONENT STYLE: Functional PARAMETER STYLE: Key/Value SYSTEM RESTART: No Configures the Timer Task Watchdog. The Watchdog is a task that monitors the Timer Task Framework to make sure it s still running. TIMER-CONFIGURATION Parameters Name Type Default Value WATCHDOG_WAKEUP_PERIOD INTEGER 30 The frequency, in seconds, with which the Timer Task Watchdog task is executed. The value that you set is applied after the next Watchdog run. NOTHING_WORKS_SAMPLING_PERIOD SECONDS 20 NOTHING_WORKS_THRESHOLD_PERIOD SECONDS 100 The Timer Task Watchdog uses these two Parameters when it s trying to determine if the Timer Task Framework is running. The NOTHING_WORKS_SAMPLING_PERIOD Parameter is the frequency, in seconds, with which the Watchdog looks at the Timer Task Event Log. (The actual frequency with which the Watchdog checks the Framework is the greater of NOTHING_WORKS_SAMPLING_PERIOD and WATCHDOG_WAKEUP_PERIOD.) If no jobs have logged an Event within the last NOTHING_WORKS_THRESHOLD_PERIOD seconds, the Watchdog assumes the Framework is hung or dead and logs a No timer task is running Event. The Watchdog doesn t check to see if a job was supposed to have run within the last NOTHING_WORKS_THRESHOLD_PERIOD time period, it merely checks to see if one has. If you ve configured your Timer Tasks to run less often than NOTHING_WORKS_THRESHOLD_PERIOD, the Watchdog may produce false No timer task is running Events. 6

7 IBM Atlas Suite Administrators Guide: Timer Tasks Introduction Name Type Default Value SNAPSHOT_DESCRIPTION_LENGTH INTEGER 50 A Timer Task can log its status in a snapshot buffer that s displayed on the Details page in the Admin > Timer Task Log module. This Parameter sets the maximum amount of data, in bytes, that the Watchdog will pull from each snapshot buffer. 1.3 Timer Task Events There are three types of Timer Task Events: Those that report on the operation of Timer Task Jobs (or instances of specific Tasks), and those that report on the health of the Framework. The Timer Task Job Events are: Job Started indicates that a Timer Task Job has started. Job Snapshot is information that s provided by the Timer Task as the Job is running. Note that not all Tasks provide snapshot information. Job Ended indicates that the Job has ended, and reports on the success of the operation. Task timed out means that a Job was started, but it didn t finish in time. The Framework Events are: Task misfire threshold exceeded means that the Framework failed to create a particular Job too many times in a row. Worker threads are not working on the server means that the Watchdog thinks the Framework is hung. Watchdog thread heartbeat. This isn t an error; it s created every time the Watchdog wakes up. The following sections give more information about these Events, and tell you what to do if you see too many errors. I M P O R T A N T In all cases, if you think there s a problem with your Timer Task Framework, you should restart your application server Job Started The Job Started Event is always benign. It simply reports that a Job has begun Job Ended Every Job Ended Event reports its success through the Status Code column in the Timer Task Log UI (which we ll look at later): If the Event reports SUCCESS, everything is fine. If it reports ERROR, then the Job ran into some situation that made it fail. The data it was processing may have been corrupt, its thread may have died, it may have asked for a resource that doesn t exist, and so on. The severity 7

8 Introduction IBM Atlas Suite Administrators Guide: Timer Tasks of the error is variable; the Error Description column provides some information. (The section on the Timer Task Log UI will show you how to dig deeper into the error.) Task timed out A Task timed out Event means the Job has exceeded the time limit defined for the Task. This can happen if: The Task s time limit value is too small. The Job is taking too long. Check the Job Snapshot Events they may provide some troubleshooting information. The Job is in a loop or is blocked completely. Bad data or a missing resource is often the reason for this. Note that when a Job exceeds its time out limit, the Timer Task Framework doesn t kill the Job doing so could result in unreleased resources, corrupt files, and so on. The situation is reported as an error, but the Job continues to run Task misfire threshold exceeded If the Framework can t launch a Job, the failure is recorded as a misfire. An occasional misfire for a Task is tolerable, but if the number of contiguous misfires exceeds the Task s misfire tolerance, a Task misfire threshold exceeded Event is issued. Misfires can happen if The Timer Task thread count is too low. See Thread Count for more information. Keep in mind that you must restart the application server after adjusting the thread count. A previous Job for the same Task is still running. This could happen if the Task s time limit is greater than the time period defined by its frequency. If you see a Job Started Event followed by a Task misfire with no intervening Job Ended or Task timed out (for a given Task), then this almost certainly the case. The error should be handled as a Task timed out failure (in other words, the Job is taking too long to complete) Worker threads are not working on the server This Event means that the Watchdog thinks that the Framework is dead. See the NOTHING_WORKS parameters in the TIMER-CONFIGURATION Component for more information. As explained there, the Watchdog might simply be expecting more Events than are naturally created. 1.4 Watchdog thread heartbeat Each time the Watchdog runs, it logs a Watchdog thread heartbeat Event. If you don t see any of these Events in the Log, then the Watchdog thread is dead and you should restart the application server. 8

9 2 System Statistics and Usage 2.1 MatterStats Task FREQUENCY: Once a month (1 am on the first day) NECESSITY: If you use IBM Atlas Legal ediscovery, this Task should be enabled; otherwise, it should be disabled. Calculates the Legal Matter statistics that are presented in the Matter Statistic By Matter Security Group Report. The Task doesn t generate or send the Report, it merely assembles the statistics. 2.2 Org Unit Change History Task FREQUENCY: Once a day (11:45 pm) NECESSITY: If you care about changes to your Organization structure, this Task should be enabled; otherwise, it can be disabled. Compiles the information that s presented in the Organization Audit Report. The Task doesn t generate or send the Report, it merely assembles the information. 2.3 Matter Report Generator Task FREQUENCY: Once a day (11 pm) NECESSITY: This Task should always be enabled. Looks at the state of your system and sends Alerts to the System Administrator if: Your system is close to or has reached the maximum number of Matters that your license allows. Your system is close to or has reached the maximum number of open Matters that your license allows. Your IBM Atlas Suite license is about to expire.

10 System Statistics and Usage IBM Atlas Suite Administrators Guide: Timer Tasks 2.4 Automatic License Generation Task FREQUENCY: Once a day (11 pm) NECESSITY: This task should always be enabled. Checks to see if it s time to create and send the Atlas Usage Report. This is a Report that tallies the number of user accounts that you ve created. The report is sent to the address that s configured in the AUTOMATIC_LICENSE_GENERATION Component. The Component also defines the dates on which the Report is generated and sent. 10

11 3 System Housekeeping 3.1 Expired Organization Membership Delete Task DEFAULT FREQUENCY: Once a day (11:00 PM) NECESSITY: If you don t want to track historical Organization membership, you must enable this Task; otherwise you must disable it. When a Person is removed from an Organization, the Person-Organization association is marked as inactive, but it isn t deleted from the database. Inactive associations are displayed on the Map > Person and Map > Organizations pages, allowing you to view a history of your company s organization structure something that can be useful when scoping a Legal Matter (as an example). If you don t want to keep this historical data if you want inactive Person-Organization associations to be deleted from the database you must set the PRESERVE_ORGANIZATION_HISTORY Parameter in the PERSON_CONFIGURATION Component to No (it s Yes by default). This Timer Task will then remove the inactive associations. 3.2 Scope Target Temp Table Reaper DEFAULT FREQUENCY: Once a day (11:00 PM) NECESSITY: If you use IBM Atlas Legal ediscovery you must enable this Task; otherwise you can disable it. Cleans up some temporary tables that are used while a user is adding Persons to the Scope of a Legal Request. 3.3 TempTableCleanup Task DEFAULT FREQUENCY: Once a day (11:30 PM) NECESSITY: This Task must always be enabled. Removes old data from various database tables. The type of data that s removed and the time span that constitutes old for each type is defined by the DATA_PURGE_SETTINGS Component.

12 4 Authentication 4.1 Password Encryption Task FREQUENCY: Once a year (midnight, January 1) NECESSITY: If you re using the Atlas application for authentication, you must enable this Task; otherwise, you can disable it. Finds passwords that are stored in the database as cleartext and encrypts them. This doesn t affect passwords that are stored on authentication systems such as LDAP and NTLM.

13 5 Alerts For more information on Alerts, see the IBM Atlas Suite Administrators Guide: Alerts book and the Alerts chapter of the IBM Atlas Suite Administrators Guide: Components book. 5.1 Alert Sender Task FREQUENCY: 15 minutes NECESSITY: If you want Alerts to be sent as messages, you must enable this task; otherwise you should disable it. Creates and sends messages for newly-generated Alerts. To tell the system to send Alert s, you must set one of the two parameters in the Alert_ _Settings Component to TRUE. 5.2 ChangeAlert Task FREQUENCY: Every 15 minutes NECESSITY: If you want Change Alerts to be sent, you must enable this task; otherwise you should disable it. Posts Change Alerts to each recipient s My Atlas page. A Change Alert tells the user that an object has been created, modified, or deleted. A number of Components and Atlas Admin modules are involved in the Change Alert system; see the Alerts chapter of the IBM Atlas Suite Administrators Guide: Components book. 5.3 ExpiredAlerts Cleanup Task FREQUENCY: Once a day (noon) NECESSITY: This Task must always be enabled. Deletes Alerts that have outlived their time limits. The Alerts are removed from the recipients My Alerts trays and become inaccessible through the link that was sent to the recipients. You can set a different time limit for each type of Alert through the ALERT_EXPIRATION Component. The default time limit is 7 days.

14 6 Reports and Publications 6.1 PDFReportRequest Task FREQUENCY: Every 60 seconds NECESSITY: If you generate Reports in PDF or CSV format, you must enable this Task; otherwise, you can disable it. Generates PDF and CSV versions of recently-requested Reports. When the Report has been generated, an Alert is sent to the user who requested the Report. 6.2 Policy Publication Task FREQUENCY: Every 60 seconds NECESSITY: If you use IBM Retention Policy and Schedule Management, you should enable this Task; otherwise, you can disable it. Generates recently-requested Policy Publications. A Policy Publication is an XML file that lists the Local Schedules that are associated with one or more Data Sources. A user can request one of these files through the Policy Export button on the Map > Data Source page. 6.3 PublishCommunicationBulletin Task FREQUENCY: Every 5 minutes NECESSITY: If you use the Communications module, you should enable this Task; otherwise, you can disable it. Sends messages to the designated recipients of recently-created Bulletins. A Bulletin is a general-purpose message that can be sent to one or more Persons. Bulletins are created through the Communications module in the Atlas application.

15 7 Legal Matters: Dashboard 7.1 Matter Metrics Extraction Task FREQUENCY: Once a day (12:10 AM) NECESSITY: If you use IBM Atlas Legal ediscovery, you should enable this task; otherwise you should disable it. Computes the Metrics for all Matter activity that occurred during the last day. Matter Metrics are displayed in the Metrics tab in the Matter Dashboard. I M P O R T A N T You mustn t set this Timer Task to run more than once a day, and you should never execute it by hand. 7.2 Matter Real Time Metrics Extraction Task FREQUENCY: Every 10 minutes NECESSITY: If you use IBM Atlas Legal ediscovery, you should enable this task; otherwise you should disable it. Looks for recent changes to the Matters Metrics. The new counts are displayed on the Matters list page they don t affect the numbers and charts that are presented in the Metrics tab. 7.3 Matter Events Extraction Task I M P O R T A N T This Task isn t currently used and shouldn t be enabled. ENABLED: No FREQUENCY: Once a day (11:00 PM) NECESSITY: If you use IBM Atlas Legal ediscovery, you should enable this task; otherwise you should disable it. Checks the due dates for all Matter Events. Matter Events are displayed in the Scheduled Events tab in the Matter Dashboard. 7.4 Matter Exceptions Extraction Task FREQUENCY: Once a day (11:00 PM) NECESSITY: If you use IBM Atlas Legal ediscovery, you should enable this task; otherwise you should disable it. Checks for Matter Exceptions. The Exceptions are displayed in the Exceptions tab in the Matter Dashboard.

16 8 Legal Matters: Notices 8.1 Receiver Task ENABLED BY DEFAULT: No DEFAULT FREQUENCY: 5 minutes NECESSITY: If you let Custodians respond to Hold Notices by (by including the $ confirmation placeholder in the Notice), you must enable this Task; otherwise, you should disable it. Logs into the mailbox that receives replies from Hold Notice recipients and processes the messages that it finds there. This processing includes: Recording whether or not the recipient has indicated compliance with the s request. Forwarding the to the success or error mailbox that was configured in the CONFIRMATION MAIL SETTINGS Component. For more information about how to configure the Notice response attributes, see the CONFIRMATION MAIL SETTINGS and MAILSETTINGS Components. 8.2 Notice Sender Task DEFAULT FREQUENCY: 5 minutes NECESSITY: If you use IBM Atlas Legal ediscovery you must enable this Task; otherwise you should disable it. Sends messages that announce recently-created Legal Notices and Bulletins. The SMTP server and account that s used for these messages is configured in the MAILSETTINGS Components. 8.3 Send ReminderNotice Task DEFAULT FREQUENCY: Once a day (1 AM) NECESSITY: If you use IBM Atlas Legal ediscovery you must enable this Task; otherwise you should disable it. Sends Auto-Reminders (including the Global Hold Reminder) and Confirmation Reminders to Hold Notice and Interview Notice recipients who haven t responded to the Notice within the allotted amount of time, as specified by the Notice itself (or the Global Hold Reminder). I M P O R T A N T You should make sure this Task s execution time is set so it runs just after midnight. If it runs just before midnight, some Notices could be sent a day late.

17 9 Legal Matters: Preservation and Collection Plans This chapter describes the Tasks that drive the Structured Preservation and Collection Plan framework. Each Task is marked as applying to Manual Plans, Automated Plans, or both. 9.1 ACHP Document Download Task ENABLED BY DEFAULT: No DEFAULT FREQUENCY: 5 minutes NECESSITY: If you use IBM Atlas Policy Federation to collect documents, you must enable this task; otherwise, you should disable it. Downloads the documents that have been collected by your system s Policy Federation Connectors. While they re waiting to be downloaded, the documents are stored in the staging directory on the machine that hosts the Connector. The task doesn t delete the files from the staging directory, nor does it communicate with the Connector. This Task applies to Automated Plans, only. 9.2 Execute automatic hold and collection transactions ENABLED BY DEFAULT: No DEFAULT FREQUENCY: 1 minute NECESSITY: If you use IBM Atlas Policy Federation you must enable this task; otherwise, you should disable it. Executes the next step in all active, Automated Policy Federation Plans. The framework keeps track of each Plan s current activity so it knows what that next step is supposed to be. For example, if the Plan was just created, the framework sends the initial evaluate query message to the Policy Federation Connector; if the Connector has started looking for files, the framework sends an are you finished? query; if the Plan is on-going and the reminder period has expired, the framework tells the Connector to search for more files, and so on. The one activity that isn t triggered by this Timer Task is the downloading of collected files; downloading is controlled by the ACHP Document Download Task. This Task applies to Automated Plans, only.

18 Legal Matters: Preservation and Collection Plans IBM Atlas Suite Administrators Guide: Timer Tasks 9.3 Reject transactions for which approval process has been inactive for a period of time DEFAULT FREQUENCY: Once a day (11:30 PM) NECESSITY: If you use Preservation or Collection Plans that require approval, you should enable this task; otherwise, you can disable it. If a Preservation or Collection Plan requires approval, the approvers have a certain amount of time to accept or reject the Plan. This task finds the Plans that have been waiting too long for the approvers to make their decisions, where too long is defined by the APPROVAL_TIME_OUT parameter of the ACH_TRANSACTION_CONFIGURATION Component. The Task then marks the overdue Plans as rejected. This Task applies to Manual and Automated Plans. 9.4 Send Reminder alerts to owners of transaction for ongoing transactions DEFAULT FREQUENCY: 5 minutes NECESSITY: If you use on-going Manual Preservation or Collection Plans, you must enable this task; otherwise, you should disable it. Checks to see if it s time to send a reminder to the owners of on-going Manual Plans. The reminder tells the owners that they should re-execute the Plan in order to find new documents that fulfill the Plan s search criteria. The Plan itself defines the reminder frequency (in days); this task sends the reminder if the reminder frequency period has expired. This Task applies to Manual Plans, only. 18

19 10 Legal Matters: External Repository Documents that are collected as part of a Legal Matter can be stored in the Atlas database or in an External Repository (a repository that s external to Atlas). To set up an External Repository, see Legal Matters: External Repository chapter of the IBM Atlas Suite Administrators Guide: Components book Content Transfer Task FREQUENCY: Every 30 minutes NECESSITY: If you use an External Repository, you must enable this task; otherwise you should disable it. Transfers files from the Document Library to your External Repository. Only those files that have been indexed are moved. If a file has been uploaded to the system but hasn t yet been indexed, it isn t transferred until the next time this task is executed. Also see the EXTERNAL_REPOSITORY Component. It contains a Parameter, Max Execution Time in Seconds, that gracefully limits the runtime of this Timer Task Data Integrity Task FREQUENCY: Once a day (2 am) NECESSITY: If you use an External Repository, you must enable this task; otherwise you should disable it. Checks the files in the External Repository to make sure they haven t been modified since the time that they were transferred. The check is performed by comparing hash values. If a hash value has changed, the file is marked as corrupt and so can t be exported.

20 11 Legal Matters: Document Import, Export, and Disposition 11.1 Content Disposal Task FREQUENCY: 5 minutes NECESSITY: If you disposition collected documents you must enable this task; otherwise you should disable it. Sends the Disposition Approval Timeout and Disposition Final Notice Alerts, and initiates the disposition of documents that are scheduled for removal DocumentExport Task FREQUENCY: 5 minutes NECESSITY: If you export collected documents you must enable this task; otherwise you should disable it. Creates Export Packages for all pending collected document export requests, and then makes the Packages available for download as zip files or transfers them to Drop Boxes DocumentExport Cleanup Task FREQUENCY: 15 minutes NECESSITY: If you import or export documents you must enable this task; otherwise you should disable it. Deletes old documents from the Document Library s temporary directory. Despite the task s name, both imported and exported documents are removed. See the DOCUMENT_LIBRARY Component for more information about the files that are removed.

21 IBM Atlas Suite Administrators Guide: Timer Tasks Legal Matters: Document Import, Export, and Disposition 11.4 Prepare PstNMsgFileList Task FREQUENCY: Every 5 minutes. NECESSITY: If you installed the PST Extractor application, you must enable this Task; otherwise you should disable it. Extracts the files that are archived in recently-imported PST and MSG files, and writes them (the extracted files) into the application server s file system. Later, the files will be loaded into the Document Library by the Process ExtractedPstNMsgFile Task. For this Task to be effective, you must configure the PSTINTEGRATION Component Process DropBoxLocations Task FREQUENCY: Every 5 minutes. NECESSITY: If you use Drop Boxes to collect files, you should enable this Task; otherwise you should disable it. Imports, into the Document Library, the contents of the system s Drop Boxes. Only those files (or directories) that have specifically been marked for import through the Matters module are imported. See the IBM Atlas Administrators Guide: Drop Boxes book for more information about Drop Boxes Process ExtractedPstNMsgFile Task FREQUENCY: Every 5 minutes. NECESSITY: If you collect PST or MSG files, you should enable this Task; otherwise you should disable it. Loads, into the Document Library, the files that were previously extracted from PST and MSG files by the Prepare PstNMsgFileList Task. For this Task to be effective, you must configure the PSTINTEGRATION Component ZIPFileExtractor Task FREQUENCY: Every 30 minutes. NECESSITY: If you collect zip files, you should enable this Task; otherwise, you should disable it. Extracts the files that are archived in recently-imported zip files and writes them (the extracted files) into the Document Library. 21

22 12 Retention Schedules 12.1 ScheduleAndProjectInScope Task DEFAULT FREQUENCY: Every 30 minutes NECESSITY: If you associate Retention Schedules or Projects with Legal Requests, you must enable this Task; otherwise, you can disable it. Updates the intermediate table that keeps track of the associations between Retention Schedules and Projects (on the one hand) and Legal Requests (on the other). These associations are created by the user within the context of the Request: The user browses to a Request (in the Matters module) and adds a Schedule or Project to it (to the Request). The Schedules and Projects themselves don t know that they ve been added. For example, if you add a Local Schedule to a Request and then immediately browse to that Local Schedule (in the Local Schedules module), you might not see the icon that indicates that the Schedule has been associated with the Request. The icon doesn t show up until after this Task is executed ScheduleChanges Task DEFAULT FREQUENCY: Every 30 minutes I M P O R T A N T This Task is obsolete and should be disabled SchedulesCopyToSuborgs Task DEFAULT FREQUENCY: Every 5 minutes NECESSITY: If you use IBM Retention Policy and Schedule Management, you should enable this Task; otherwise you should disable it. Processes the list of Copy Local Schedule to sub-organizations requests. The user queues the request by selecting a Local Schedule that has an Organization Scope of Organizations and Sub-organizations and then clicking the Copy Schedule to Sub-Orgs button. The Task makes a copy of the Local Schedule for each of the Organizations that descends from the original Schedule s Admin Organization. It then sets each new Schedule s Admin Organization to the sub- Organization for which it was created.

23 IBM Atlas Suite Administrators Guide: Timer Tasks Retention Schedules 12.4 ScheduleStats Task DEFAULT FREQUENCY: Once a day (11:30 PM) NECESSITY: If you use IBM Retention Policy and Schedule Management, you should enable this Task; otherwise you can disable it. Generates statistics regarding unapproved Local Schedules. These statistics are used, for example, on the Retention Schedule Activity tray on the My Atlas page TemplateChanges Task DEFAULT FREQUENCY: Every 30 minutes I M P O R T A N T This Task is obsolete and should be disabled WorkflowTimeout Task DEFAULT FREQUENCY: Once a day (2 AM) NECESSITY: If you use Retention Schedule Approval Workflow, you should enable this Task; otherwise you should disable it. If Approval Workflow is enabled, this Task checks the Retention Schedule objects that are in Pending state to see if they ve been waiting too long for approval, where too long is defined by the TIMEOUT_IN_DAYS parameter in the AWF_CONFIGURATION Component. If the approval period has expired, the Person who created or modified the object is sent an Alert telling him or her to re-submit the approval request Policy Distribution Runtime Engine DEFAULT FREQUENCY: 1 minute NECESSITY: If you use a Policy Distribution Connector for a system other than IBM Enterprise Records, you should enable this Task; otherwise you should disable it. Tells the Policy Distribution engine to execute any new (non-ier) Connector requests and then updates the Policy Distribution status that s displayed in Atlas. The task executes no more than ten new requests each time it runs. To enable Policy Distribution, see the PA_CONFIGURATION Component. 23

24 Retention Schedules IBM Atlas Suite Administrators Guide: Timer Tasks 12.8 IER Policy Distribution Automated Propagation Task DEFAULT FREQUENCY: 1 minute NECESSITY: If you use the IER Policy Distribution Connector, you should enable this Task; otherwise you should disable it. Tells the Policy Distribution engine to execute any new IER Connector requests and then updates the Policy Distribution status that s displayed in Atlas. The task executes no more than ten new requests each time it runs. To enable Policy Distribution, see the PA_CONFIGURATION Component. 24

25 13 Data Sources 13.1 Data Governance Task FREQUENCY: Once a day (11 PM) NECESSITY: If you use IBM Disposal and Governance Management for IT you must enable this task; otherwise you can disable it. Creates and prepares the statistics that are presented in the Map > Data Sources > Data Governance Metrics page Data Source Admin Org Calculation Task FREQUENCY: Every 10 minutes NECESSITY: You must leave this Task enabled. Recomputes the Administration Organization for each Data Source that s currently in Draft form. This ensures that changes to the Organization hierarchy are propagated to the Data Sources.

26 14 IBM Atlas ediscovery Cost Forecasting and Management 14.1 Cost Forecast Stage 1-5 (Five Tasks) ENABLED: No FREQUENCY: Depends on the Task NECESSITY: If you use IBM Atlas ediscovery Cost Forecasting and Management you must enable these tasks; otherwise you should leave them disabled. The five Discovery Cost Timer Tasks, Cost Forecasting Stage 1 through Cost Forecasting Stage 5, derive statistics from the data that s been amassed for your Legal Matters. The Discovery Cost engine uses these statistics to create the Matter Type forecasting models and the Litigation Funnel. You shouldn t change the Tasks default settings (frequency, time limit, and so on).