Scheduled Jobs

This article provides an overview of the scheduled jobs in Maica

What are Scheduled Jobs?

Scheduled jobs in Salesforce are automated processes that run to execute background tasks such as data updates, record processing, and system maintenance. These jobs help reduce manual workload by handling repetitive operations, ensuring that key business processes continue to function without user intervention.

What are the Scheduled Jobs in Maica?

In Maica, scheduled jobs automate system processes. These jobs ensure data integrity, improve operational efficiency, and help keep the system running smoothly.

Below are all the Scheduled Jobs within Maica and their descriptions:

Create Invoice Line Items

Job Details

Purpose:

This job executes the Billing Flow and automates the creation of Invoice Line Items for Delivery Activities marked for billing.

Description:

Retrieves Delivery Activity record WHERE:

• Billing_Status__c = 'Requested'

• Invoice_Line_Item__c = NULL

and then disables the InvoiceLineRollupExpenditure_MDTM Trigger Handler on the Agreement Item object that calculates rollup fields related to Invoice Line Items.

It does so to avoid UNABLE_TO_LOCK_ROW system errors.

Then, the job will execute the Billing Flow selected in the Billing Management Settings that creates Invoice Line Items related to the Delivery Activity. At the end of the Scheduled Job, it updates relevant Agreement Items to trigger the rollup calculation logic.

Manage Recurring Shifts

Job Details

Purpose:

This job automates the scheduling of recurring Shifts. It ensures that Master Shifts are replicated according to set rules while avoiding conflicts with completed or cancelled shifts. The job also applies availability checks if validation settings are enabled, ensuring that only available Resources are assigned.

Description:

Retrieves Schedule records WHERE:

• Under_Evaluation__c = TRUE

• Status__c = 'Approved'

• Master_Appointment__r.Status__c != 'Cancelled'

• Master_Appointment__r.RecordType != 'Shift'

For each Schedule Record, the Job will determine the anchor date, which can either be the last Original Schedule Start, or, Schedule Start. The anchor date cannot be prior to today. Once specified, the Job creates Scheduled Shifts which are clones of Master Shifts with related Delivery Activities and Appointment Resources up until the Horizon determined in the General Settings. It is important to note that the Job does not fill up the dates where there is a Shift with a Completed or Cancelled status on a date within the Schedule. Additionally, the Status for each Record is being determined via the Service Management Settings. Maica will default the Status to Scheduled, but you can change this to suit your preference. If the Enforce Availability for Appointment Setting under Validation Management is enabled, the Job will perform the same Validation as a user would creating the Appointment manually, hence, if Resources are Unavailable they will not be copied across to the newly created Shifts. Note: The Original Schedule Start field stores the value of the Schedule Start field when it is changed for the first time after it has been created.

Manage Recurring Appointments

Job Details

Purpose:

This job automates the scheduling of recurring Appointments. It ensures that Master Appointments are replicated according to set rules while avoiding conflicts with completed or cancelled shifts. The job also applies availability checks if validation settings are enabled, ensuring that only available Resources are assigned.

Description:

Retrieves Schedule records WHERE:

• Under_Evaluation__c = TRUE

• Status__c = 'Approved'

• Master_Appointment__r.Status__c != 'Cancelled'

• Master_Appointment__r.RecordType != 'Appointment'

For each Schedule Record, the Job will determine the anchor date, which can either be the last Original Schedule Start, or, Schedule Start. The anchor date cannot be prior to today. Once specified, the Job creates Scheduled Appointments which are clones of Master Appointments with related Delivery Activities and Appointment Resources up until the Horizon determined in the General Settings. It is important to note that the Job does not fill up the dates where there is an Appointment with a Completed or Cancelled status on a date within the Schedule. Additionally, the Status for each Record is being determined via the Service Management Settings. Maica will default the Status to Scheduled, but you can change this to suit your preference. If the Enforce Availability for Appointment Setting under Validation Management is enabled, the Job will perform the same Validation as a user would creating the Appointment manually, hence, if Resources are Unavailable they will not be copied across to the newly created Appointments. Note: The Original Schedule Start field stores the value of the Schedule Start field when it is changed for the first time after it has been created.

Manage Recurring Unavailabilities

Job Details

Purpose:

This job automates the scheduling of recurring Unavailabilities by cloning Master Unavailability. It ensures that new unavailability records are created based on the anchor date while adhering to validation settings. The job also prevents creation of back-dated Unavailability records and maintains scheduling accuracy by setting default statuses according to setting configuration.

Description:

Retrieves Unavailability records to clone for Schedule record WHERE:

• Under_Evaluation__c = TRUE

• Status__c = 'Approved'

• Master_Unavailability__c != NULL

For each Schedule Record, the Job will determine the anchor date (either the last Original Unavailable From, or, Unavailable From). The anchor date cannot be prior to today. Once the anchor date is specified, the Job creates Unavailabilities which are clones of Master Unavailability up until the Horizon determined in the General Settings. The Status for each Record is being determined via the Validation Management Settings. Maica will default the Status to Submitted, but you can change this to suit your preference. Note: The Original Unavailable From field stores the value of the Unavailable From field when it is changed for the first time after it has been created.

Creates Renewals

Job Details

Purpose:

When the criteria below is met, the job will close Service Agreement and related Agreement Item records to create a new Service Agreement for Participants. That Start and End Date will be populated based on the values saved in the Renewal Management Settings.

Description:

Retrieves Service Agreement records to clone where:

• Auto_Renewal__c = TRUE

• End_Date__c >= :(TODAY - Days_Prior_Agreement_End_Date__c)

• Clones Service Agreements and Agreement Items

PRODA Device Keys Expiration Management

Job Details

Description:

Refreshes PRODA device keys if they are less than two days away from their expiry date.

PRODA Device Keys Activation Reminder

Job Details

Description:

Sends reminder email when 30 days before expire and every day 7 days before expire

Manage Funding Item Include Attribute

Job Details

Description:

This job ensures that the Include checkbox on Funding Item records is correctly maintained, determining whether each item should be included in rollup calculations to the parent Funding record.

Sync Price List Entries

Job Details

Purpose:

This job keeps Maica’s pricing data in sync by making sure every PricebookEntry is linked up with a Price_List_Entry__c record. It helps maintain clean data by updating or creating these custom records based on your latest Pricebook and Product setups.

It also removes any outdated entries and gives your Service Agreement and Agreement Item records a refresh if they’re missing a key link.

Description:

When this job runs, it looks at every PricebookEntry where:

• Pricebook2.maica__Price_List__c is not blank

• Product2.maica__Support_Item__c is not blank

Then, for each one, the job checks if there's already a Price_List_Entry__c linked to it:

• If there is, it updates it.

• If there isn’t, it creates one from scratch.

It uses a built-in field mapping to copy across the relevant fields, like unit price, support item, and price book.

Once the batch is finished, it also does a cleanup:

• It deletes any Price_List_Entry__c records that are no longer linked to any PricebookEntry.

• Then it runs two smaller jobs to make sure:

  • Every Service Agreement has its Price List field filled in

  • Every Agreement Item has its Support Item filled in

Total Committed Calculation

Job Details

Purpose:

This job calculates and updates the Total Committed values on Agreement_Item__c records based on associated Delivery_Activity__c records, giving you an accurate view of how much has been used across participant agreements. It doesn’t just look at logged delivery — it also includes predicted commitments based on active schedules. It's designed to help you keep your totals clean and up to date based on Delivery Activity usage.

Description:

When you click Run Now, Maica looks for all Delivery_Activity__c records where:

• Is_Committed__c = TRUE

• Predicted commitments based on created and active Schedule records (even if a Delivery Activity hasn’t been logged yet)

For each Delivery Activity that qualifies, Maica runs its Appointment Cost Calculation Processor to determine:

• Which Agreement_Item__c records were affected

• How much committed usage should be added to each

After the batch runs:

• The Total_Committed__c field is updated with the final figure