Installing and configuring the Scheduler. Small Business Edition

Transcription

1 Installing and configuring the Scheduler Small Business Edition / IXIASOFT / Copyright 2015 IXIASOFT Technologies. All rights reserved. Last revised: July 17, 2015

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3 Installing and configuring the 1Scheduler Installing and configuring the Scheduler Topics: Scheduler overview Download and extract the Scheduler server files Configure the connection to the Content Store Import the Scheduler templates Configure the Java wrapper Install and start the Scheduler service (Windows) Configure Scheduler jobs Troubleshooting the Scheduler This set of topics describes the role of the Scheduler in your documentation cycle and provides the procedures to configure, install, and start the Scheduler service.

4 4 Installing and configuring the Scheduler Small Business Edition Scheduler overview The Scheduler is a DITA CMS server-side application that schedules and executes jobs such as sending notifications, creating activity reports, etc. The Scheduler default configuration provides a number of pre-defined jobs, as follows: DITA CMS activity reports Whenever a document's state changes to Active, a system trigger generates a notification with information including the document ID and the user responsible for the document. Daily reminder Runs at midnight, generating for every DITA CMS user who has Active documents. Map status reports Provides a status reports on all the maps that are in the review state. Topic status reports Provides a status reports on all the topics that are in the review state. Time-based review notifications Sends notifications reminding reviewers that their reviews are due. Once the Scheduler server files have been extracted, the pre-defined jobs can be configured for your environment. Download and extract the Scheduler server files This procedure describes how to extract the Scheduler files to a Windows server. You will need one instance of Scheduler per DITA CMS Content Store. To install Scheduler on a server: 1. On the server, create a directory where the Scheduler will be installed; for example: Windows: C:\Ixiasoft\Scheduler\ You must have the following permissions on the directory: Windows: Read and write permissions Note: Throughout this chapter, the %SchedulerDir% expression will be used to represent the Scheduler directory. 2. Go to the IXIASOFT Scheduler download page: 3. Click the link to the latest version of the Scheduler (for example, 4.1.5). The following files are listed:

5 Installing and configuring the Scheduler 5 scheduler-<version>_bin.zip scheduler-<version>_conf.zip Where <version> is the latest version of the Scheduler. 4. Download these files to the %SchedulerDir% directory. 5. Extract the files to the %SchedulerDir% directory. 6. When the files are extracted, delete the.zip files from the directory. The following Scheduler directories are installed on your server: bin: Contains the Scheduler bat files conf: Contains the XML configuration files and templates libs: Contains the Scheduler program libraries logs: Initially empty; it will contain the Scheduler logs tempinitially empty; it will be used during processing Configure the connection to the Content Store The Scheduler must connect to the Content Store to synchronize the configuration locally. If you do not configure the Content Store information, the Scheduler will not start. This information is provided in the <dita.cms> and <dita.out> elements, as shown below: <!-- This section is required to synchronize CMS configuration locally --> <dita.cms url="hostname" port="2500" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password" synchdir="c:/temp/scheduler/"/> </dita.cms> <dita.out url="hostname" port="1500" secure="false"/> 1. Open the %SchedulerDir%/conf/schedule.xml file. Note: If this is the first time that you are modifying the schedule.xml file, open the schedule.xml.empty file and save it as schedule.xml (remove the.empty suffix). 2. In the <dita.cms> element, specify the following attributes: Attribute Description url port docbase secure IP address or name of the server hosting TEXTML Server. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store. Leave this field to false.

6 6 Installing and configuring the Scheduler Small Business Edition <dita.cms url="continuix" port="2500" docbase="d4dox" secure="false"> 3. In the <user> sub-element, specify the following attributes: Attribute domain, username, password synchdir Description Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. Working directory of the Scheduler <user domain="acme" username="cmsserviceuser" password="admin" synchdir="c:/temp/scheduler/"/> 4. In the <dita.out> element, specify the following attributes: Attribute url port secure Description IP address or name of the Output Generator server. Output Generator port (default is 1500). Currently not used. Leave the value to "false". <dita.out url="hostname" port="1500" secure="false"/> 5. Save and close the schedule.xml file. Encrypt a password You can encrypt a password before specifying it in a DITA CMS configuration file. To encrypt a password, you use the encrypt utility, available in the following locations: Output Generator: %OutputGenDir%/bin Scheduler: %SchedulerDir%/bin Web Author: %TomcatDir%/conf/webauthor/ CMS Application Server: %GlassFishDir%/domains/cmsappserver/config Web Collaborative Reviewer: %WcrDir%/conf

7 Installing and configuring the Scheduler 7 To encrypt a password: 1. Run the command as follows: On Windows: 1. Open a command prompt and go to the directory where the encrypt tool is located. 2. Enter the following command: encrypt <password> Where <password> is the password that you want to encrypt. For example, to encrypt the password HelloWorld2014, enter: encrypt HelloWorld The tool returns the encrypted password, as follows: C:\ixiasoft\OutputGenerators\OutputGen_41_Prod\bin>encrypt HelloWorld2014 IXIASOFT Technologies inc. ****************************************** Encrypting [HelloWorld2014] Crypted using TripleDES [#!;di0w5ubkd08ujimaunnullbwu2t/5mlvnarnutgredi=] Decrypted using TripleDES [HelloWorld2014] ****************************************** The encrypted password is provided on the "Crypted using TripleDES" line, inside the brackets [], as shown in bold above. 3. In the configuration file, enter the encrypted string without specifying the brackets. For example, in the outputgenerator.xml file, enter the password as follows: <outputgenerator> <textml address="localhost" port="2500" forceupdate="false" version="4"> <docbase>update36_test</docbase> <user domain="ixiasoft" name="outgen" password="#!;di0w5ubkd08ujimaunnullbwu2t/5mlvnarnutgredi="/> <timeout>500000</timeout> </textml> </outputgenerator> Import the Scheduler templates This procedure describes how to import the templates for Scheduler notifications. The templates that are installed include: assignation_ticket.xsl, the template for s to notify users that a document has been assigned to them.

8 8 Installing and configuring the Scheduler Small Business Edition daily_reminder.xsl, the template for the "DITA CMS Daily Reminder" follow-up . change_status_ticket.xsl, the template for the "DITA CMS activity report" directed to SMEs when review copies are generated. You install the templates in the Content Store, in the following directory: Repository\postmaster To install Scheduler templates: 1. Open the TEXTML Administration perspective. 2. Connect to the server and Content Store you want to manage. 3. Navigate to the Repository directory. If the Repository directory contains a postmaster directory, go to the next step. Otherwise: 1. Right-click Repository and select Create Collection. 2. In the Add Collection dialog, enter postmaster. 3. Click OK. The Repository directory now contains a postmaster directory. 4. Right-click the postmaster directory and select Insert Documents The Insert Documents Dialog window appears. 5. Click Add Folder and browse to the %SchedulerDir%\conf directory. For example, C:\ixiasoft\Scheduler\conf\templates. 6. Select the templates directory and click OK. The folder is added to your list of files to be imported. 7. In the Set Options: Select Add. Select Replace. Clear Indexable. 8. Click OK. The templates folder is imported into the postmaster directory. 9. Open the xsl files and customize them for your DITA CMS working environment.

9 Installing and configuring the Scheduler 9 Configure the Java wrapper Java wrappers are classes that offer utility methods to manipulate application values. The Scheduler's wrapper.conf file is used to identify the Scheduler's Java libraries, maximum Java heap size, and what information will be logged. To configure the Scheduler's Java wrapper: 1. Open the wrapper.conf file in the %SchedulerDir%/conf directory. Note: If this is the first time that you are modifying the wrapper.conf file, open the wrapper.conf.empty file and save it as wrapper.conf (remove the.empty suffix). 2. Edit the wrapper.java.command value so that it points to your Java executable: For Windows: #******************************************************************** # Wrapper Properties #******************************************************************** # Java Application wrapper.java.command=c:\program Files\Java\jre7\bin\java.exe 3. Configure the Java heap size: # Maximum Java Heap Size (in MB) wrapper.java.maxmemory=1024 Note: Maximum heap size is the maximum amount of unused dynamic memory the Java Virtual Machine (JVM) is allowed to allocate for Scheduler activities. The recommended value is 1024 MB. 4. Configure at what level Scheduler events will be logged: # Log Level for log file output. (See docs for log levels) wrapper.logfile.loglevel=error Note: Possible event levels are (in order of severity): DEBUG, INFO, WARN, ERROR. Events are logged for the indicated level and all levels above it. For example, if you enter WARN as the level, both WARN and ERROR events will be logged. 5. Configure additional wrapper parameters if desired. 6. When you are done, save and close the wrapper.conf file.

10 10 Installing and configuring the Scheduler Small Business Edition Specify a debug address for the Scheduler You can specify a debug address when configuring the Scheduler. This allows you to send all notification s to this debug address until you are satisfied with your configuration. To specify a debug address: 1. Open the %SchedulerDir%/conf/wrapper.conf file. 2. In the Java Additional Parameters section, add the following parameter after the Kerberos parameters: wrapper.java.additional.3=-dixia.postmaster.debug. =your @acme.com Where your @acme.com is the where notifications should be sent during your configuration testing. When you specify this parameter, notifications are not sent to real users. # Java Additional Parameters wrapper.java.additional.1=-djava.security.krb5.conf=../conf/krb5.ini wrapper.java.additional.2=-djava.security.auth.login.config=../conf/login.conf wrapper.java.additional.3=-dixia.postmaster.debug. =test_ @ixiasoft.com 3. Save and close the file. 4. Restart the Scheduler. Install and start the Scheduler service (Windows) This procedure describes how to install and start the Scheduler service on a Windows server. To install and start the Scheduler service on a Windows server: 1. In Windows, click Start, right-click Command Prompt, and select Run as administrator. 2. Click Yes in the confirmation window. A command-line interface opens. 3. Navigate to the Scheduler bin file: cd C:\ixiasoft\Scheduler\bin 4. Enter the following command: InstallScheduler-NT.bat

11 Installing and configuring the Scheduler 11 The Scheduler is installed. 5. Still in the \bin folder, start the Scheduler service: net start Scheduler The server confirms that the Scheduler has been started: The Ixiasoft Scheduler service is starting... The Ixiasoft Scheduler service was started successfully. The next step is to configure one or more Scheduler jobs. Related Links Configure Scheduler jobs on page 11 This section describes how to configure each Scheduler job. Configure Scheduler jobs This section describes how to configure each Scheduler job. How does the Scheduler work? The Scheduler executes scheduled jobs such as sending reminders to users, pre-generating outputs, creating activity reports, etc. To determine the content for a job, two methods are used: Tickets: Tickets are based on job triggers. When a job trigger is executed, it creates tickets and stores them in the Content Store (in the Postmaster\outbox collection). When a job based on tickets is run, the Scheduler retrieves the tickets from the Content Store. For example, the DITA CMS Activity Report uses a trigger that creates a ticket when a document has reached a status that requires the user's action. When the DITA CMS Activity Report job is executed, it retrieves all the appropriate tickets from the Content Store and creates notification s that are sent to the users. Document queries in the Content Store: When a job based on document queries is run, it retrieves from the Content Store the documents that correspond to a set of criteria. For example, the Review Report retrieves from the Content Store all the maps that are in review status, are assigned to a reviewer, and are assigned a due date. It then builds a report from this data that is sent to project coordinators. The Scheduler jobs run at configured intervals, based on cron intervals specified in the schedule.xml file.

12 12 Installing and configuring the Scheduler Small Business Edition The Scheduler uses templates to create the notifications sent to users. Some of these templates are stored in the Content Store and can be configured. The following table summarizes all the available Scheduler jobs: Table 1: Scheduler jobs Job name Job description Configurable template(s) Method used DITA CMS Activity Report Sends a notification when a document assigned to a user has Change.status_ticket.xsl Tickets reached a status that requires the user's action. Reminder notifications Generates a daily reminding users about the documents that are due and require an action. Daily_reminder.xsl Document queries Generate Review Output Generates PDFs for review when topics or maps go into review state. N/A Tickets Note: Documentation in progress. Review Report Provides a status report to project coordinators on all maps in review status. N/A Document queries Topic Review Report Provides a status report to project coordinators on all topics in review status. N/A Document queries Garbage Man Job Cleans the outbox collection by deleting tickets older than 7 days N/A Document queries Time Based Review Report Sends notifications reminding reviewers and their managers that their reviews are due. report_manager.xsl report_reviewer.xsl Document queries Prepare Localization Kits Documentation in progress. N/A Document queries

13 Installing and configuring the Scheduler 13 The following topics explain in detail all the Scheduler jobs and also give step-by-step instructions on how to configure various jobs. Creating DITA CMS activity report notifications The Scheduler can be configured so that users can receive notifications when any object (maps, topics, and images) assigned to the user reaches a status that requires the user's action. The notification is sent as an and consists of a list of all new documents that are ready for the user and require the user's attention or response. For example if a particular user is assigned the role of reviewer for a document, the user will be notified only when the status of the document changes to Authoring:review (or the equivalent in your configuration). Criteria for generating a notification The documents must meet the following criteria: Documents are assigned to the user. Documents have reached a status that requires the user's action. Documents are assigned a due date. Report details Only one is sent per user per job run. The report is included in the . Configuring the DITA CMS Activity Notifications To configure the DITA CMS activity notifications: 1. Enable the job in the triggers.xml file.

14 14 Installing and configuring the Scheduler Small Business Edition 2. Configure the job in the schedule.xml file. 3. Assign the right conditions. Enable the job in the triggers.xml file To configure the DITA CMS activity report notifications, you first configure the job in the triggers.xml file. The trigger must be enabled so that tickets are generated every time an object reaches a status that requires the user's action. To configure the triggers.xml file: 1. Open the TEXTML Administration perspective. 2. Connect to the server and the Content Store that you want to manage. 3. Expand the Content Store's Repository note and browse to /system/conf to locate the triggers.xml file. 4. Right-click triggers.xml and select Check Out. 5. Open the file in an XML editor. 6. Look for the trigger that creates the tickets for notifications and uncomment the section. It looks as follows <!-- trigger that creates the tickets for notifications --> <trigger apply-to="changestatus" class="com.ixiasoft.cms.triggers.createtickettrigger" name="mailticket" objtype="map" schedule="after"> <parameters> <param name="initial-status" value="authoring:*"/> <param name="end-status" value="authoring:*"/> </parameters> </trigger> <trigger apply-to="changestatus" class="com.ixiasoft.cms.triggers.createtickettrigger" name="mailticket" objtype="topic" schedule="after"> <parameters> <param name="initial-status" value="authoring:*"/> <param name="end-status" value="authoring:*"/> </parameters> </trigger> <trigger apply-to="changestatus" class="com.ixiasoft.cms.triggers.createtickettrigger" name="mailticket" objtype="image" schedule="after"> <parameters> <param name="initial-status" value="authoring:*"/> <param name="end-status" value="authoring:*"/> </parameters> </trigger> 7. Save, close, and Check In the file. 8. To apply the changes restart the DITA CMS. Additional optional fields

15 Installing and configuring the Scheduler 15 You can choose not to be self-notified of your own action, if you are are the author and the designated reviewer.this is done by adding an additional parameter self-notify in the trigger.xml file and setting the value to false. <!-- trigger that creates the tickets for notifications --> <trigger apply-to="changestatus" class="com.ixiasoft.cms.triggers.createtickettrigger" name="mailticket" objtype="map" schedule="after"> <parameters> <param name="initial-status" value="authoring:*"/> <param name="end-status" value="authoring:*"/> <param name="self-notify" value="false"/> </parameters> </trigger> When the value is set to true, you will receive self-notifications. When the value is set to false you will not receive self-notifications. The default value is true. Configure the job in the schedule.xml file To configure the DITA CMS activity report notifications, you then configure the job in the schedule.xml file. To configure the schedule.xml file: 1. Open the %SchedulerDir%/conf/schedule.xml file. 2. Look for the DITA CMS Activity Report default job; it looks as follows: <job useclass="com.ixiasoft.cms.plugins.ditacmsactivityreport"> <textml url="hostname" version="4" port="2500" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> <smtp url="smtp.ixiasoft.local" port="25" <schedule> <when>* * * * *</when> </schedule> <configuration> <property name="mail.title" value="my title"/> <configuration> </job> 3. Configure how to connect to the TEXTML Server and Content Store for the job, as follows: Attribute url version port docbase Description IP address or name of the server hosting TEXTML Server. TEXTML Server version. Keep as is. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store.

16 16 Installing and configuring the Scheduler Small Business Edition Attribute secure domain, username, password Description Leave this field to false. Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. <job useclass="com.ixiasoft.cms.plugins.ditacmsactivityreport"> <textml url="writix" version="4" port="2500" docbase="maindocbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> 4. Edit the <smtp> element as follows: Field url port Value to enter Address of the SMTP server for sending the s. Port of the SMTP server. Address that will be used as the From address when the is sent. Optional. <smtp url="smtp.ixiasoft.local" port="25"/> 5. Edit the <when> element to configure when the job will run. There are two ways to configure when the job will run By specifying at which hour the job will run. For example, the following configuration specifies that the job will run at 4 a.m. every day: <schedule> <when>4</when> </schedule> Tip: If you enter 0 as the <when> value, the job will run every 15 times (or based on the value of the interval attribute set on the main <postmaster> element). By using a crontab-like pattern, as shown below: <when>minute hour day month weekday<when>

17 Installing and configuring the Scheduler 17 Where: minute specifies the minutes (0-59) of the hour that the job will run; a value of * indicates that the job will run every minute hour specifies the hours (0-23, 0=midnight) of the day that the job will run; a value of * indicates that the job will run every hour day specifies the days (1-31) of the month that the job will run; a value of * indicates that the job will run every day month specifies the months (1-12) of the year that the job will run; a value of * indicates that the job will run every minute weekday specifies the days (0-6, 0 = Sunday) of the week that the job will run; a value of * indicates that the job will run every day For example, to indicate that a job should run at midnight every day, enter the following: <when>0 0 * * *<when> To indicate that a job should run at 6:15 every day, enter the following: <when>15 6 * * *<when> There are other options that you can use. For example, to indicate that a job should run every 15 minutes, enter the following: <when>*/15 * * * *<when> For more information about all available Cron options, see the following URL: 6. When you are done, save and close the schedule.xml file. 7. Stop and start the Scheduler service. net stop Scheduler net start Scheduler Additional optional fields You can also add the following properties in the <configuration> element of the DITA CMS Activity Report job:

18 18 Installing and configuring the Scheduler Small Business Edition Property name mail.title Value to enter Subject of the sent. This field is optional. If not specified, it defaults to "DITA CMS activity report.". For example, to change the details of the title, you would add the following code:... <property name="mail.title" value="my Title"/> </configuration> </job> Assign the right conditions The final step is to assign the maps or topics to the appropriate reviewer/contributor/author, set due dates, and assign the appropriate status. Note: This procedure assumes that the role names specified in the schedule.xml file are already defined in the DITA CMS and that they are assigned to the appropriate users. For more information on creating roles and assigning them to users, see the "Configuring Roles and Timelines" chapter. To assign the documents to review/contribution, set due dates, and assign a status: 1. In the DITA CMS, search for the maps to assign to review or contribution. 2. Assign the maps to the appropriate reviewer(s) or contributor(s). Note: See the DITA CMS User Guide for more information about this procedure.

19 Installing and configuring the Scheduler Set the due dates for each document. To enable this feature, you must set a review date for the reviewer. If you set due dates for the other roles, these due dates will be used to calculate when to send the notification s. If you do not set dates for these other roles, the reviewer's due date will be used. Note: See the DITA CMS User Guide for more information about this procedure. 4. Assign the appropriate status by changing the document status.

20 20 Installing and configuring the Scheduler Small Business Edition 5. Once the roles, due dates and status change are assigned, check for an outbox folder in the Content Store's Repository and browse to /postmaster/outbox to locate the list of tickets assigned.

21 Installing and configuring the Scheduler 21 The review or the contribution period starts, when the Scheduler service starts. Notifications will be sent as configured. Creating reminder notifications The Scheduler can be configured so that users can receive reminders when one or more documents with a nearby due date (within a week) require the user's action. The reminder notification is sent as an and consists of a list of all the documents. The notification sends only one per user per run, listing all the documents that are ready for a particular user. The is sent until the documents are completed and moved to the next status. For example, a user who is assigned the role of a reviewer will receive reminder notifications for documents with a due date within the week. Criteria for generating a notification The documents must meet the following criteria:

22 22 Installing and configuring the Scheduler Small Business Edition They are assigned to the user. They have reached a status that requires the user's action. The assigned due date should be within a week. Sample report The daily reminder notification is included in the . Configuring the daily reminder To configure the daily reminder notifications: 1. Configure the job in the schedule.xml file. 2. Assign the right conditions. Configure the job in the schedule.xml file To configure the reminder notifications, you first have to configure the job in the schedule.xml file. To configure the schedule.xml file: 1. Open the %SchedulerDir%/conf/schedule.xml file. 2. Look for the daily reminder default job; it looks as follows: Note: Although the name of the Scheduler job is DailyReminder, the reminder is not sent daily but according to the scheduled time. <job useclass="com.ixiasoft.cms.plugins.dailyreminder"> <textml url="hostname" version="4" port="2500" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> <smtp url="smtp.ixiasoft.local" port="25" ="scheduler-noreply@ixiasoft.com"/> <schedule> <when>* * * * *</when> </schedule> </job>

23 Installing and configuring the Scheduler Configure how to connect to the TEXTML Server and Content Store for the job, as follows: Attribute url version port docbase secure domain, username, password Description IP address or name of the server hosting TEXTML Server. TEXTML Server version. Keep as is. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store. Leave this field to false. Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. <job useclass="com.ixiasoft.cms.plugins.dailyreminder"> <textml url="writix" version="4" port="2500" docbase="maindocbase"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> 4. Edit the <smtp> element as follows: Field url port Value to enter Address of the SMTP server for sending the s. Port of the SMTP server. Address that will be used as the From address when the is sent. Optional. <smtp url="smtp.ixiasoft.local" port="25"/> 5. Edit the <when> element to configure when the job will run. There are two ways to configure when the job will run

24 24 Installing and configuring the Scheduler Small Business Edition By specifying at which hour the job will run. For example, the following configuration specifies that the job will run at 4 a.m. every day: <schedule> <when>4</when> </schedule> Tip: If you enter 0 as the <when> value, the job will run every 15 times (or based on the value of the interval attribute set on the main <postmaster> element). By using a crontab-like pattern, as shown below: <when>minute hour day month weekday<when> Where: minute specifies the minutes (0-59) of the hour that the job will run; a value of * indicates that the job will run every minute hour specifies the hours (0-23, 0=midnight) of the day that the job will run; a value of * indicates that the job will run every hour day specifies the days (1-31) of the month that the job will run; a value of * indicates that the job will run every day month specifies the months (1-12) of the year that the job will run; a value of * indicates that the job will run every minute weekday specifies the days (0-6, 0 = Sunday) of the week that the job will run; a value of * indicates that the job will run every day For example, to indicate that a job should run at midnight every day, enter the following: <when>0 0 * * *<when> To indicate that a job should run at 6:15 every day, enter the following: <when>15 6 * * *<when> There are other options that you can use. For example, to indicate that a job should run every 15 minutes, enter the following: <when>*/15 * * * *<when> For more information about all available Cron options, see the following URL: 6. When you are done, save and close the schedule.xml file. 7. Stop and start the Scheduler service.

25 Installing and configuring the Scheduler 25 net stop Scheduler net start Scheduler Assign the right conditions The next step is to assign the documents to the appropriate reviewer/contributor/author, set due dates, and assign the appropriate status. Note: This procedure assumes that the role names specified in the schedule.xml file are already defined in the DITA CMS and that they are assigned to the appropriate users. For more information on creating roles and assigning them to users, see the "Configuring Roles and Timelines" chapter. To assign the documents to review/contribution, set due dates, and assign a status: 1. In the DITA CMS, search for the maps to assign to review or contribution. 2. Assign the maps to the appropriate reviewer(s) or contributor(s). Note: See the DITA CMS User Guide for more information about this procedure. 3. Set the due dates for each document. Note: See the DITA CMS User Guide for more information about this procedure.

26 26 Installing and configuring the Scheduler Small Business Edition 4. Assign the appropriate status by changing the document status. The review or the contribution period starts, when the Scheduler service starts. Notifications will be sent as configured.

27 Installing and configuring the Scheduler 27 Creating review report notifications The Scheduler can be configured so that users with the role of project coordinator can receive status updates on maps in review status. The review report notifications gives status updates to users with a role of project coordinator on maps that are in the review status. Criteria for generating a report The documents must meet the following criteria: Documents are in the Authoring:final review status (or the equivalent in your configuration). Documents are assigned to the reviewer. Documents are assigned a due date. The role of project coordinator is assigned. Report details The includes an Excel spreadsheet as an attachment, listing the maps that need to be reviewed along with due dates and reviewer information. An example of the Excel spread sheet of review report is shown as an example: Configuring the review report To configure the review report notifications: 1. Configure the job in the schedule.xml file. 2. Assign appropriate roles and status

28 28 Installing and configuring the Scheduler Small Business Edition Configure the job in the schedule.xml file To configure the review report notifications, you first have to configure the job in the schedule.xml file. To configure the schedule.xml file: 1. Open the %SchedulerDir%/conf/schedule.xml file. 2. Look for the review report default job; it looks as follows: <job useclass="com.ixiasoft.cms.plugins.reviewreport"> <textml url="hostname" version="4" port="2500" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> <smtp url="smtp.ixiasoft.local" port="25" <schedule> <when>* * * * *</when> </schedule> </job> 3. Configure how to connect to the TEXTML Server and Content Store for the job, as follows: Attribute url version port docbase secure domain, username, password Description IP address or name of the server hosting TEXTML Server. TEXTML Server version. Keep as is. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store. Leave this field to false. Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. <job useclass="com.ixiasoft.cms.plugins.reviewreport"> <textml url="writix" version="4" port="2500" docbase="maindocbase"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> 4. Edit the <smtp> element as follows:

29 Installing and configuring the Scheduler 29 Field url port Value to enter Address of the SMTP server for sending the s. Port of the SMTP server. Address that will be used as the From address when the is sent. Optional. <smtp url="smtp.ixiasoft.local" port="25"/> 5. Edit the <when> element to configure when the job will run. There are two ways to configure when the job will run By specifying at which hour the job will run. For example, the following configuration specifies that the job will run at 4 a.m. every day: <schedule> <when>4</when> </schedule> Tip: If you enter 0 as the <when> value, the job will run every 15 times (or based on the value of the interval attribute set on the main <postmaster> element). By using a crontab-like pattern, as shown below: <when>minute hour day month weekday<when> Where: minute specifies the minutes (0-59) of the hour that the job will run; a value of * indicates that the job will run every minute hour specifies the hours (0-23, 0=midnight) of the day that the job will run; a value of * indicates that the job will run every hour day specifies the days (1-31) of the month that the job will run; a value of * indicates that the job will run every day month specifies the months (1-12) of the year that the job will run; a value of * indicates that the job will run every minute weekday specifies the days (0-6, 0 = Sunday) of the week that the job will run; a value of * indicates that the job will run every day

30 30 Installing and configuring the Scheduler Small Business Edition For example, to indicate that a job should run at midnight every day, enter the following: <when>0 0 * * *<when> To indicate that a job should run at 6:15 every day, enter the following: <when>15 6 * * *<when> There are other options that you can use. For example, to indicate that a job should run every 15 minutes, enter the following: <when>*/15 * * * *<when> For more information about all available Cron options, see the following URL: 6. When you are done, save and close the schedule.xml file. 7. Stop and start the Scheduler service. net stop Scheduler net start Scheduler Assign appropriate roles and status This procedure assumes that the role names specified in the schedule.xml file are already defined in the DITA CMS and that they are assigned to the appropriate users. For more information on creating roles and assigning them to users, see the "Configuring Roles and Timelines" chapter. 1. Assign the role of project coordinator to the appropriate user. 2. In the DITA CMS, search for the maps to be assigned to review. 3. Assign the maps to the appropriate reviewer. Note: See the DITA CMS User Guide for more information about this procedure.

31 Installing and configuring the Scheduler Set the review due date for each document. 5. Change the map status to Authoring: final review. Note: The review report notifications are sent only if the maps are in the Authoring: final review status.

32 32 Installing and configuring the Scheduler Small Business Edition 6. Start the Scheduler service, and notifications will be sent as configured. Creating topic review report notifications The Scheduler can be configured so that users with the role of project coordinator can receive status updates on topics in review status. The topic review report notifications gives status updates to users with a role of project coordinator on topics that are in the review status. Criteria for generating a report The documents must meet the following criteria: Topics are in the Authoring:review status. Documents are assigned to the reviewer. Documents are assigned a due date. The role of project coordinator is assigned.

33 Installing and configuring the Scheduler 33 Report details The job sends one per user. The includes an Excel spreadsheet in attachment, listing the topics that need to be reviewed along with due dates and reviewer information. An example of the Excel spread sheet of topic review report is shown as an example: Configuring the topic review report To configure the topic review report notifications: 1. Configure the job in the schedule.xml file. 2. Assign appropriate roles. Configure the job in the schedule.xml file To configure the topic review report notifications, you first have to configure the job in the schedule.xml file. To configure the schedule.xml file: 1. Open the %SchedulerDir%/conf/schedule.xml file.

34 34 Installing and configuring the Scheduler Small Business Edition 2. Look for the topic review report default job; it looks as follows: <job useclass="com.ixiasoft.cms.plugins.topicreviewreport"> <textml url="hostname" version="4" port="2500" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> <smtp url="smtp.ixiasoft.local" port="25" <schedule> <when>* * * * *</when> </schedule> </job> 3. Configure how to connect to the TEXTML Server and Content Store for the job, as follows: Attribute url version port docbase secure domain, username, password Description IP address or name of the server hosting TEXTML Server. TEXTML Server version. Keep as is. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store. Leave this field to false. Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. <job useclass="com.ixiasoft.cms.plugins.topicreviewreport"> <textml url="writix" version="4" port="2500" docbase="maindocbase"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> 4. Edit the <smtp> element as follows: Field url port Value to enter Address of the SMTP server for sending the s. Port of the SMTP server. Address that will be used as the From address when the is sent. Optional.

35 Installing and configuring the Scheduler 35 <smtp url="smtp.ixiasoft.local" port="25"/> 5. Edit the <when> element to configure when the job will run. There are two ways to configure when the job will run By specifying at which hour the job will run. For example, the following configuration specifies that the job will run at 4 a.m. every day: <schedule> <when>4</when> </schedule> Tip: If you enter 0 as the <when> value, the job will run every 15 times (or based on the value of the interval attribute set on the main <postmaster> element). By using a crontab-like pattern, as shown below: <when>minute hour day month weekday<when> Where: minute specifies the minutes (0-59) of the hour that the job will run; a value of * indicates that the job will run every minute hour specifies the hours (0-23, 0=midnight) of the day that the job will run; a value of * indicates that the job will run every hour day specifies the days (1-31) of the month that the job will run; a value of * indicates that the job will run every day month specifies the months (1-12) of the year that the job will run; a value of * indicates that the job will run every minute weekday specifies the days (0-6, 0 = Sunday) of the week that the job will run; a value of * indicates that the job will run every day For example, to indicate that a job should run at midnight every day, enter the following: <when>0 0 * * *<when> To indicate that a job should run at 6:15 every day, enter the following: <when>15 6 * * *<when> There are other options that you can use. For example, to indicate that a job should run every 15 minutes, enter the following: <when>*/15 * * * *<when>

36 36 Installing and configuring the Scheduler Small Business Edition For more information about all available Cron options, see the following URL: 6. When you are done, save and close the schedule.xml file. 7. Stop and start the Scheduler service. net stop Scheduler net start Scheduler Assign appropriate roles This procedure assumes that the role names specified in the schedule.xml file are already defined in the DITA CMS and that they are assigned to the appropriate users. For more information on creating roles and assigning them to users, see the "Configuring Roles and Timelines" chapter. 1. Check that the project coordinator role has been assigned to the appropriate users. 2. Start the Scheduler service, and notifications will be sent as configured. Creating garbage man job The Scheduler can be configured to clean the outbox collection by deleting tickets older than seven days. This is executed using the garbage man job in the Scheduler jobs. Configuring the garbage man job in schedule.xml To configure garbage man job, you must configure the job in the schedule.xml file. To configure the garbage man job: 1. Open the %SchedulerDir%/conf/schedule.xml file. 2. Look for the GarbageManJob default job; it looks as follows: <job useclass="com.ixiasoft.cms.postman.jobs.garbagemanjob"> <textml url="hostname" version="4" port="2500" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> <smtp url="smtp.ixiasoft.local" port="25" /> <schedule> <when>0</when> </schedule> </job>

37 Installing and configuring the Scheduler Configure how to connect to the TEXTML Server and Content Store for the job, as follows: Attribute url version port docbase secure domain, username, password Description IP address or name of the server hosting TEXTML Server. TEXTML Server version. Keep as is. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store. Leave this field to false. Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. <job useclass="com.ixiasoft.cms.postman.jobs.garbagemanjob"> <textml url="writix" version="4" port="2500" docbase="maindocbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> 4. Edit the <smtp> element as follows: Field url port Value to enter Address of the SMTP server for sending the s. Port of the SMTP server. Address that will be used as the From address when the is sent. Optional. <smtp url="smtp.ixiasoft.local" port="25"/> 5. Edit the <when> element to configure when the job will run. There are two ways to configure when the job will run

38 38 Installing and configuring the Scheduler Small Business Edition By specifying at which hour the job will run. For example, the following configuration specifies that the job will run at 4 a.m. every day: <schedule> <when>4</when> </schedule> Tip: If you enter 0 as the <when> value, the job will run every 15 times (or based on the value of the interval attribute set on the main <postmaster> element). By using a crontab-like pattern, as shown below: <when>minute hour day month weekday<when> Where: minute specifies the minutes (0-59) of the hour that the job will run; a value of * indicates that the job will run every minute hour specifies the hours (0-23, 0=midnight) of the day that the job will run; a value of * indicates that the job will run every hour day specifies the days (1-31) of the month that the job will run; a value of * indicates that the job will run every day month specifies the months (1-12) of the year that the job will run; a value of * indicates that the job will run every minute weekday specifies the days (0-6, 0 = Sunday) of the week that the job will run; a value of * indicates that the job will run every day For example, to indicate that a job should run at midnight every day, enter the following: <when>0 0 * * *<when> To indicate that a job should run at 6:15 every day, enter the following: <when>15 6 * * *<when> There are other options that you can use. For example, to indicate that a job should run every 15 minutes, enter the following: <when>*/15 * * * *<when> For more information about all available Cron options, see the following URL: 6. When you are done, save and close the schedule.xml file. 7. Stop and start the Scheduler service.

39 Installing and configuring the Scheduler 39 net stop Scheduler net start Scheduler Creating time-based review notifications You can configure the Scheduler so that it sends notifications reminding reviewers that their reviews are due. The notifications are time-based, according to the date when the reviews are required. You can configure multiple s; for example: A first reminder is sent to the reviewer only, when a specific number of days has passed during the review period. A second reminder is sent to the reviewer and the project coordinator, when a critical time is reached during the review period and the review hasn't been completed yet. A third reminder is sent to the reviewer, the project coordinator, and the reviewer's manager when the due date is very close and the review hasn't been completed. The sent includes an Excel spreadsheet in attachment, listing the maps that need to be reviewed as well as their due dates. The report is also included in the . Configure the job in the schedule.xml file To configure time-based review notifications, you first configure the job in the schedule.xml file. To configure the time-based review notifications job: 1. Open the %SchedulerDir%/conf/schedule.xml file. 2. Look for the TimeBasedReviewReport default job; it looks as follows: <job useclass="com.ixiasoft.cms.plugins.timebasedreviewreport"> <textml url="hostname" version="4" port="2501" docbase="docbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> <smtp url="smtp.ixiasoft.local" port="25" ="scheduler-noreply@ixiasoft.com" /> <schedule> <when>0</when> </schedule> <configuration> <property name="notification.1" value="reviewer"/> <property name="reviewer.role" value="reviewer"/> <property name="reviewer.percentage" value="50"/>

40 40 Installing and configuring the Scheduler Small Business Edition <property name="notification.2" value="manager"/> <property name="manager.role" value="project Coordinator"/> <property name="manager.percentage" value="80"/> <property name="manager.recipient" value="cc"/> </configuration> </job> 3. Configure how to connect to the TEXTML Server and Content Store for the job, as follows: Attribute url version port docbase secure domain, username, password Description IP address or name of the server hosting TEXTML Server. TEXTML Server version. Keep as is. TEXTML Server port (default is 2500). Name of the DITA CMS Content Store. Leave this field to false. Domain, username, and password used by the Scheduler to log in to the DITA CMS Note: You can also encrypt the password using the encrypt utility in the %SchedulerDir%/conf directory. <job useclass="com.ixiasoft.cms.plugins.timebasedreviewreport"> <textml url="writix" version="4" port="2500" docbase="maindocbase" secure="false"> <user domain="ixiasoft" username="testuser" password="password"/> </textml> 4. Edit the <smtp> element as follows: Field url port Value to enter Address of the SMTP server for sending the s. Port of the SMTP server. Address that will be used as the From address when the is sent. Optional. <smtp url="smtp.ixiasoft.local" port="25"/>

41 Installing and configuring the Scheduler Edit the <when> element to configure when the job will run. There are two ways to configure when the job will run By specifying at which hour the job will run. For example, the following configuration specifies that the job will run at 4 a.m. every day: <schedule> <when>4</when> </schedule> Tip: If you enter 0 as the <when> value, the job will run every 15 times (or based on the value of the interval attribute set on the main <postmaster> element). By using a crontab-like pattern, as shown below: <when>minute hour day month weekday<when> Where: minute specifies the minutes (0-59) of the hour that the job will run; a value of * indicates that the job will run every minute hour specifies the hours (0-23, 0=midnight) of the day that the job will run; a value of * indicates that the job will run every hour day specifies the days (1-31) of the month that the job will run; a value of * indicates that the job will run every day month specifies the months (1-12) of the year that the job will run; a value of * indicates that the job will run every minute weekday specifies the days (0-6, 0 = Sunday) of the week that the job will run; a value of * indicates that the job will run every day For example, to indicate that a job should run at midnight every day, enter the following: <when>0 0 * * *<when> To indicate that a job should run at 6:15 every day, enter the following: <when>15 6 * * *<when> There are other options that you can use. For example, to indicate that a job should run every 15 minutes, enter the following: <when>*/15 * * * *<when> For more information about all available Cron options, see the following URL:

42 42 Installing and configuring the Scheduler Small Business Edition 6. For each notification to send, repeat the following lines: <property name="notification.x" value="notif_name"/> <property name="notif_name.role" value="role_name"/> <property name="notif_name.percentage" value="percentage_value"/> <property name="notif_name.recipient" value="cc to"/> Where: Table 2: TimeBasedReviewReport parameters Field "notification.x" notif_name notif_name.role / role_name notif_name.percentage / percentage_ value Value to enter Notification ID uniquely identifying the notification sent to the reviewer. The value of X is an integer counting up from 1; it must be unique within all the notifications. Notification name uniquely identifying the notification sent to the reviewer. This name is used to specify the following three properties: Role assigned to the person reviewing the topic. For example, Technical SME, Supervisor, Project Coordinator, etc. The role name must exist in the DITA CMS; otherwise, you need to create it and assign it to the appropriate user. Threshold to reach before sending the notification to the reviewer. This threshold is the percentage of elapsed days in the review period. The review period is defined as the number of days between the day that the topic is put in the review state and the due date. Note that week-end days are not counted. notif_name.recipient / cc to Specifies how to send the ; valid values are to (send directly to reviewer) or cc (copy reviewer on sent). This field is optional. If not specified, it defaults to to. The notifications are cumulative. Therefore, if notification.1 is configured for User_A, and notification.2 is configured for User_B, notification.2 will be sent both to User A and User B.

43 Installing and configuring the Scheduler 43 For example, consider the default configuration for the TimeBasedReviewReport job in the schedule.xml file: <configuration> <property name="notification.1" value="reviewer"/> <property name="reviewer.role" value="reviewer"/> <property name="reviewer.percentage" value="50"/> <property name="notification.2" value="manager"/> <property name="manager.role" value="project Coordinator"/> <property name="manager.percentage" value="80"/> <property name="manager.recipient" value="cc"/> </configuration> This configuration would implement the following scenario: Send a first to the Reviewer at 50% of the review period Send a second to the Reviewer and copy the Project Coordinator at 80% of the review period You can also implement more complex scenarios; for example, to implement the following scenario: Send a first to the Technical SME at 30% of the review period Send an to the Technical SME and copy the Project coordinator at 80% of the review period Send an to the Technical SME and copy the Project coordinator and Technical SME's Supervisor at 90% of the review period You would configure the job as follows: <configuration> <property name="notification.1" value="first_reminder"/> <property name="first_reminder.role" value="technical SME"/> <property name="first_reminder.percentage" value="30"/> <property name="first_reminder.recipient" value="to"/> <property name="notification.2" value="project_coordinator_notif"/> <property name="project_coordinator_notif.role" value="project coordinator"/> <property name="project_coordinator_notif.percentage" value="80"/> <property name="project_coordinator_notif.recipient" value="cc"/> <property name="notification.3" value="supervisor_notif"/> <property name="supervisor_notif.role" value="supervisor"/> <property name="supervisor_notif.percentage" value="90"/> <property name="supervisor_notif.recipient" value="cc"/> 7. When you are done, save and close the schedule.xml file. 8. Stop and start the Scheduler service. net stop Scheduler net start Scheduler

44 44 Installing and configuring the Scheduler Small Business Edition Additional optional fields You can also add the following properties in the <configuration> element of the TimeBasedReviewReport job: Property name default.percentage Value to enter If a person is assigned to review the map, but this person's role is not specified in a notification, this person will receive an when the default threshold is reached. For example, if an editor is also assigned to review the map, but the "editor" role is not specified in one of the <notification_name>.role properties, this person will be notified when the default threshold is reached. This field is optional. .subject Subject of the sent. This field is optional. If not specified, it defaults to: "DITA CMS Review Report (Time Based)." .xsl Path to XSL template for the . The path is relative to the /%SchedulerDir%/templates/ directory. This field is optional. If not specified, it defaults to "timebasedreport.xsl". .from address put in the From: field when the is sent. This field is optional. If not specified, it defaults to admin@cms. For example, to change the default percentage to 80, and to change the details of the sent, you would add the following code:... <property name="default.percentage" value="80"/> <property name=" .subject" value="map Review Report"/> <property name=" .xsl" value="timebasedreport_acme.xsl"/> <property name=" .from" value="admin@acme.com"/>

45 Installing and configuring the Scheduler 45 </configuration> </job> Assign the documents to review and set due dates The next step is to assign the maps to review to the appropriate reviewers/managers and set due dates. Note: This procedure assumes that the role names specified in the schedule.xml file are already defined in the DITA CMS and that they are assigned to the appropriate users. For more information on creating roles and assigning them to users, see the "Configuring Roles and Timelines" chapter. To assign the documents to review and set due dates: 1. In the DITA CMS, search for the maps to assign to review. 2. Assign the maps to the appropriate reviewer(s) and manager(s). Note: See the DITA CMS User Guide for more information about this procedure. 3. Set the review due dates for each document. To enable this feature, you must set a review date for the reviewer. If you set due dates for the other roles, these due dates will be used to calculate when to send the notification s. If you do not set dates for these other roles, the reviewer's due date will be used. Note: See the DITA CMS User Guide for more information about this procedure.

46 46 Installing and configuring the Scheduler Small Business Edition When the author puts the maps in the Review state, the review period is started. Notifications will be sent as configured. Troubleshooting the Scheduler To confirm that the Scheduler is running properly or to troubleshoot the Scheduler, look at the Scheduler log file. The log file is available in the following location: %SchedulerDir%/logs/wrapper.log