Scheduled Processes

Compare the Date Approved field of the pricing batch to today’s date and the Approval Expiration # of Days on the Default Info form of the Admin workspace. If the difference exceeds the default, expire the pricing batch.

Compare the Benefits Plan expiration date to the Default Benefits Renewal Lead Time setting on Admin Workspace > Default settings. If the plan (Expiration Date - Default Lead time) is >= Now, clone any Benefit Plan template tasks with a trigger object of BenefitsRenewal.

Generates and sends an email to the primary contact of Broker Orgs that have associated client workspaces with a Client Master status of Submitted with a subject line of Outstanding PEO Proposals with XXXX - XXXX being the name of the ClientSpace PEO organization.

Find all incidents marked for deletion and delete the following: Incident Users, Template Triggers, templates marked for delete, Incident Contacts, Uploaded files attached to incidents, binary files attached to incidents, and finally, incidents.

When deleting dataforms and workspaces, External Source Linking Cleanup deletes any associated external source linking records to prevent orphaned entries. A warning message is displayed when deleting dataforms and workspaces with External Source Linking records.

Runs yearly to generate OSHA forms and append the resulting attachments to the OSHA Forms dataform of each associated workspace.

This scheduled process deletes the following:

• Completed import files that are ImportComplete and are greater than 5 days old.

• Completed import queue records that are Completed and greater than 1 day old.

• Import records with the Status of UploadComplete that are greater than 1 day old.

• Import records with the status of ImportCanceled that are greater than 1 day old.

• Import records with the status of ImportInProgress that are greater than 30 days old.

Insert Offered Benefit Plan Summary records on a nightly scheduled process replicates the data grid from the header of Offered Benefits Plan dataform for cross workspace reporting purposes.

This process exports Workers Compensation Claim Deductible Billing records to Prism HR when the billing records are in "Ready to Bill" status (and where the WC Deductible Bill Opt-Out setting on the Client Master record of each associated client workspace is unchecked.) It creates a "Bill Pending" record for each exported bill in PrismHR. Bill Pending Comment text, if entered, is also exported to the Comments field of the Bill Pending record in PrismHR. Upon a successful export, the process updates the status of the Claim Deductible Billing records in ClientSpace to "Billed" and writes "Successfully Created Bill Record in Prism" to the Export Log field of the exported Claim Deductible Billing records. If the export is not successful, the process updates the status of the Claim Deductible Billing records in ClientSpace to "Failed to Export" and writes an error message to the Export Log field of the affected Claim Deductible Billing records.

Note:

• Multi-tenancy is supported.

• Contact Professional Services for assistance configuring API parameters.

Only imports ongoing data for Clients that exist in ClientSpace.

The PrismHR Import Payroll Batch Sync scheduled process is one of two Payroll Batch scheduled processes. By default, it runs on weekends (Saturday and Sunday) to process billing vouchers, pay groups and costs based on employee count from payroll batches. It works in conjunction with the PrismHR Import Payroll Batch Ongoing scheduled process.

Note: By default, only 250 payroll batch records may be returned and processed at one time. This setting is controlled by the BillingBatchCount in the PrismHRAPI configuration.

If the Sync with PrismHR checkbox is checked, the PrismHR Import Payroll Batch Sync schedule process runs after the PrismHR Import Payroll Batch Ongoing scheduled process on batches marked Complete in Prism. It processes billing vouchers, pay groups, and costs based on employee count information are processed. This process is set by default to Active and to only run on weekends.

This scheduled process is queued from the link on the Client Master called Retrieve OSHA Location Totals. This link will check OSHA Location Totals (Import) on every location for the client. After the process is run, the checkbox is unchecked on the location.

This scheduled process runs every 15 minutes and obtains location totals from PrismHR when the user has requested location totals. This process excludes location totals if the Obsolete Date on the Client Location dataform does not fall within the current OSHA year. If the Retrieve OSHA Location Totals (Import) field on the Client Location dataform is selected, this process retrieves location totals for each location that is not obsolete in the workspace. The scheduled process retrieves totals for the current year from PrismHR. See OSHA 300A Report Details.

This scheduled process uses the HRPAPI_initial_employee*.csv and HRPAPI_initial_employment*.csv import configurations (must be active, See Activating Import Map Headers) to retrieve a list of active ClientMaster records where Client Number is not empty.

The Client Numbers are then matched in PrismHR to create a list of Employee and Employment records for each client. If the Client Number cannot be matched in PrismHR, the client is ignored. The Employee and Employment records are then mapped into an import file for the nn number of clients, with the number of clients (nn) set from the InitialImportClients parameter (numeric value) of the relevant API configuration. The import files are based on the initial_employee and initial_employment import configurations. When all records for the first nn clients are retrieved, the import begins.

This process seeds the system with any missing or new Employee and Employment records, batching these records based on the number previously retrieved until all Employee and Employment records for the designated clients are synchronized. At the end of this process, the scheduled process inactivates itself. For Initial Imports, it only retrieves ClientSpace Clients in Client, Terminated, and PendingTermination status.

The process inactivates when all generated records are processed.

This scheduled process updates Web Service User permissions for data masking. It is used for ClientSpace-to-PrismHR integrations such as the View PrismHR Employee Info feature which allows users to view employee data from PrismHR when they click the View PrismHR Info link on an employee record. The frequency must be set to run every minute since this feature allows users to retrieve data from PrismHR in real time.

Runs once a month to create new entries and updates the Client Statistics Table. When this process runs, the procedure aggregates each of the types by month. It searches for all Employee Vouchers or UIBenefitCharges that are not yet processed, then sums the totals and creates new Client Statistics records. Each client has one record per month and type. If an unprocessed record is found for an already existing month and type, the process updates the totals on that Statistics record. When the scheduled process completes, it enables the IsProcessed option on any records that are used in creating a Client Statistics record.

Imports any uploaded import file whose matching map header is Import Type = Scheduled Process. The import file status must be Ready for Import or Validated.

Synchronizes data between Salesforce and ClientSpace.

Collect all unsent mail in the system, send them, and mark them as sent.

Get all the incidents that have passed their due date. Sends email notifications with the Subject "Tasks requiring attention" with a list of these tasks to the associated user email accounts. Notifications are sent to the Assigned To and Owner users, users with the Send Escalation Email option enabled in their user profile, as well as anyone in the task category notification role.