How to Configure the Scheduler Window in iDempiere

Introduction

The Scheduler window lets users automate recurring background processes without manual intervention.

It is used across modules to run routine housekeeping tasks such as clearing old notes, sending recurring reminders, or generating periodic reports.

Scheduled processes run silently at defined intervals, keeping data clean, reducing manual workload, and ensuring notifications reach the right recipients.

Process Flow

Business Rules

• Only an Active scheduler runs automatically at the defined interval.
• The Process field determines which task the scheduler executes.
• The Schedule field decides how often the process repeats.
• Days to keep Log controls how long execution history is retained.
• Process Parameters pass required values to the scheduled process automatically.
• Scheduler Recipients receive notifications about the process outcome.
• Each run creates a Log record showing success or failure.
• A failed notification does not stop the scheduled process from running.

Prerequisites

• A valid User or Role available for notification recipients.
• Mail Template configured, if email notifications are required.
• Business Partner or User records set up for Scheduler Recipients.
• Access rights granted through the System Administrator or relevant role.
• The underlying background process (for example, Delete Notices) available in the system.

Navigation

Menu → System Admin → General Rules → Server → Scheduler

Opening the Scheduler window displays the list of configured scheduled processes along with three tabs — Parameter, Scheduler Recipient, and Log — used to manage inputs, recipients, and execution history.

Configuration Steps

Step 1: Define the Scheduler

This step sets up the basic identity and timing of the automated process.

Instructions

Enter a descriptive Name, select the Process to run, choose the Schedule frequency, assign a Supervisor, and set Days to keep Log. Mark the record Active to enable execution.

Field	Sample Value	Description
Name	Delete Old Notes	Identifies the scheduler for easy reference
Process	Delete Notices_AD_NoteDelete	Background task the scheduler executes
Schedule	7 Days	Frequency at which the process repeats
Supervisor	System	User responsible for monitoring the scheduler
Days to keep Log	7	Number of days execution logs are retained
Mail Template	(optional)	Template used for notification emails

Step 2: Set Process Parameters

This step supplies the input values the scheduled process needs to run correctly.

Instructions

Open the Parameter tab, add a Process Parameter, mark it Active, and enter a Default Parameter value. Repeat for each parameter the process requires.

Field	Sample Value	Description
Process Parameter	Days to keep Log	Input value passed to the process
Default Parameter	7	Value used automatically at execution
Default To Parameter	(optional)	Upper range value for the parameter
Active	Checked	Determines if the parameter is applied

Step 3: Add Scheduler Recipients

This step ensures the right users are notified about the scheduler’s execution outcome.

Instructions

Open the Scheduler Recipient tab, select a User/Contact or Role, and mark the record Active. Enable Upload if attachment output is required.

Field	Sample Value	Description
User/Contact	System	Recipient who receives the notification
Role	(optional)	Role-based recipient group
Upload	Unchecked	Attaches process output to the notification

Step 4: Review Scheduler Logs

This step confirms whether the scheduled process executed successfully or failed.

Instructions

Open the Log tab after a scheduled run to check the Summary, Error status, and Text Message for details on the execution result.

Field	Sample Value	Description
Created	07/27/2026 11:26 AM	Date and time the log entry was generated
Summary	Failed to send scheduler notification	Short outcome description
Error	Checked	Indicates the run encountered a problem
Text Message	From: System To: System	Notification content sent to recipients

Common Issues and Resolutions

Issue	Cause	Resolution
Scheduler does not run	Active checkbox unchecked	Mark the scheduler record as Active
Notification email fails	Mail Template or mail settings not configured	Configure a valid Mail Template and system mail settings
Wrong data affected by process	Incorrect Process Parameter values	Review and correct the Default Parameter entries
No recipients notified	Scheduler Recipient tab left empty	Add at least one User/Contact or Role
Logs grow too large	Days to keep Log set too high	Reduce Days to keep Log to a shorter period
Process runs at the wrong time	Incorrect Schedule frequency selected	Update the Schedule field to the desired interval
Duplicate scheduler entries	Multiple schedulers created for the same process	Deactivate or remove the duplicate scheduler record
Failures go unnoticed	Supervisor field left blank	Assign a valid Supervisor to monitor failures

Next Steps

• Configure the Mail Template used for notification content.
• Set up User and Role records for Scheduler Recipients.
• Review the underlying Process window for additional parameters.
• Confirm System Administrator role access for scheduler management.