Scheduling Workflows

The Workflow Scheduler allows workflows to be triggered on a specific schedule. This enables workflows to be configured to run at any desired frequency using crontab expressions. The Scheduler can be used for various use cases, such as:

• Running a workflow in a fixed cadence, such as every hour
• Running the same workflow at different cadences using different fixed inputs
• Running a workflow at a cadence between a set start date and an end date
• Running the workflow once at a future date

Examples include:

• Renewing a TLS certificate for an infrastructure component
• Sending notifications ahead of account renewal times
• Daily scanning of the S3 or Blob storage to verify policies are not breached
• Check the health of a server URL every 30 seconds

Creating Scheduler

For creating a scheduler,

1. From your Conductor server, navigate to Definitions > Scheduler.
2. Click the + Define Schedule button at the top right corner.
3. Configure the scheduler by providing the following parameters:

Parameter	Description
Name	A unique name for the scheduler. Ensure the scheduler name contains no spaces or special characters. Note: Renaming a scheduler creates a new scheduler.
Description	A description for the scheduler.
Cron Expression	The schedule on which the workflow will run. You can either input the cron expression or choose from the available templates. See the section Cron Expression for more details.
Select Timezone	Select the required time zone for the scheduler to run. If you create the scheduler via UI, it displays the next five scheduled runs.
Workflow name	Name of the workflow to be run. The author of the scheduler should have execution permission for the workflow.
Workflow version	The selected workflow may have different versions. Choose the version to be used in this scheduler. If left blank, the latest version will be run.
Input params	Provide fixed input values for the workflow as a JSON object. This field is optional.
Correlation id	User-supplied ID to correlate or search the scheduled workflows.
Idempotency key	A user-generated key to avoid conflicts with other workflows. Idempotency data is retained throughout the life of the workflow executions.
Schedule start	Choose the date and local time for the scheduler to start running. It should be in the format yyyy-mm-dd hh:mm (a/p)m. This field is optional.
Schedule end	Choose the date and local time for the scheduler to stop running. It should be in the format yyyy-mm-dd hh:mm (a/p)m. This field is optional.
Task-to-domain mapping	Use this to limit the workflow execution to specific domains. This field is optional.
Start schedule paused?	If selected, the schedule will be paused (so it will not run) upon creation. It is helpful when you don’t want to run the workflow scheduler, such as during maintenance. To resume the scheduled executions, this needs to be unpaused.

3. Click Save.

note

For non-admin users to work with schedulers created by an admin, they need to be provided access to the required schedulers and workflows. This can be granted through a user group. Here’s how you can achieve this:

1. Add the required tag to the scheduler and workflow to which non-admins may need access. Let’s add the tag “team:execute”.
2. Create a user group with required members and provide execute and read access to the tag “team:execute”.

This ensures that the group members will have "execute" and “read” permission over the scheduler and workflows you’ve tagged with the tag “team:execute”.

Once the schedule is created, you can carry out the following actions:

• Pause: Use this option to pause your scheduler during situations such as maintenance. You can resume the scheduler once you're done.
• Clone: Use this option to duplicate your scheduler, making it easier to reuse your existing scheduler settings.
• Add/Edit Tags: Use this option to add a new tag to the scheduler or edit an existing tag in the scheduler.
• Delete: Use this option to permanently remove the scheduler from the Conductor console. This action cannot be undone.

Cron Expression

tip

The standard cron expression can be used to schedule workflows.

Cron Expression

The UI has a Cron Expression Helper to describe the options of the cron expression. You can also test the expression after entering it, and the UI will automatically calculate the next few runs of the scheduler.

The CRON expression has six terms; you can denote a blank entry with an asterisk.

* * * * * *

The terms, in the order from left to right, define the timings:

• Second: Allowed values: 0-59
• Minute: Allowed values: 0-59
• Hour: Allowed values: 0-23
• Day of Month: Allowed values: 1-31
• Month: Allowed values are 1-12 or JAN-DEC
• Day of Week: Allowed values are 0-7 or MON-SUN, where 0 & 7 is Sunday

Macros are also supported when setting a schedule.

Macro	Meaning
@yearly (Or @annually)	Once a year (0 0 0 1 1 *)
@monthly	Once a month (0 0 0 1 * *)
@weekly	Once a week (0 0 0 * * 0)
@daily (Or @midnight)	Once a day (0 0 0 * * *)
@hourly	Once an hour, (0 0 * * * *)

Notes

• A workflow can be invoked by any number of schedules.
• Execution history is maintained up to a configured maximum limit (Default of 1000 executions per scheduler).
• When there are a large number of schedulers, you must adjust the server capacity to manage the load.
• When the workflow is invoked, the following field will be injected automatically as the input:

{
    "_executedTime": <EPOCH EXECUTED TIME>,
    "_startedByScheduler": "<SCHEDULER NAME>",
    "_executionId": "<EXECUTION ID>",
    "_scheduledTime": <EPOCH SCHEDULED TIME>
}

Scheduler Executions​

Once the schedulers are defined, you can view the executions from the Executions > Scheduler page.

The execution page lists the details of all the scheduler executions. It includes details such as scheduled time, execution time, execution ID, workflow ID, status, reason for failure, and error details. You can view the workflow execution by directly clicking on the workflow ID. You can also filter further information using the available options.

In addition, you can view the scheduler execution as code directly from the UI. To do this, click the arrow in the Search button and choose “Show as code”.

This will display the execution search data in various code formats. Currently, you can retrieve them in cURL and JavaScript.

Scheduling Workflows from Completed Executions

To schedule a workflow from a completed execution page,

1. Navigate to the workflow execution page.
2. From Actions, choose Create Schedule.

3. This pre-fills a Scheduler Definition with the workflow name, version, input parameters, and task-to-domain mapping. You only need to provide a name for the scheduler and choose the schedule time.

FAQs

How do I set up a crontab to schedule a workflow every 15 minutes?

You can create a scheduler with the crontab expression (0 */15 * ? * *) to run your workflow every 15 minutes.

How do I set up a crontab to schedule a workflow every 90 minutes?

You cannot directly set up a scheduler to run every 90 minutes, as the minute field in the crontab expression supports only the values between 0-59. However, you can set up multiple schedulers to achieve this. You'll have to define two separate schedulers with the following crontab expressions. (0 0-21/3 * * ? *) and (30 1-22/3 * * ? *)

Is there a limit to how many schedules you can set up with the same scheduler?

No, there is no limit to the number of schedules you can set up for the same scheduler.

Is there a limitation to how many schedules you can set up for the same user?

No, there is no limit to the number of schedules you can set up for the same user.

Is there a limitation to how many schedules you can set up on the same cluster?

No, there is no limit to the number of schedules you can set up for the same cluster.

What is the smallest granularity to set up a schedule?

The scheduler supports up to a second granularity; however, this is done on a best-effort basis. A minimum of a 30-second gap is recommended as the cadence for workflow scheduling.

How do I debug a cron schedule?

You can debug the scheduler from the Scheduler > Executions page. The execution page gives details such as scheduled time, execution time, execution ID, workflow ID, etc. You can view your execution state and find the reasons for failure along with the error details.

How do I search for past executions of a specific schedule?

Navigate to Scheduler > Executions page. Under the field Schedule Name, provide your scheduler name and click Search. This would list all the past executions of the specific scheduler.

Can I get a summary view of all the schedules that ran in a given time span, like last month, last week, etc.?

Yes. From the Scheduler > Executions page, you can leverage the filter options Start Time—From and Start Time—To. You can provide the start and end date to view the schedules that ran within the stipulated time period. In addition, there is a field, Lookback (days), where you can provide the number of past days to view the scheduled run over this period.

A scheduler is created for a workflow for version 1. The workflow definition for that version changed later and now has new or updated input parameters. The schedule should not be missing passing in a desired input parameter. Is there a way to find this?

While creating a scheduler, you can choose the workflow version. If you have selected any workflow version, the scheduler will run only that version. On the other hand, if a version is not chosen, then the latest version runs by default. In this case, if the version were not selected while creating the scheduler, the scheduler would run the updated workflow version. If a particular version was chosen during the scheduler creation, you may have to update the scheduler with the latest version. If the input is to be updated, you can edit it, too.