Scheduled Tasks

Scheduled Tasks Tutorial


The Scheduled tasks tool allows you to schedule certain tasks to be performed automatically, and recur at set intervals. These tasks include generating pick lists, importing and exporting products, importing and exporting orders, and many other tasks.

  1. Click on the Settings tab and open the toolbox. Scroll down the toolbox and click on Scheduled Tasks. 
  2. On the New Task Type drop-down menu, we can find all the tasks available for scheduling. Select a task and click GO.
  3. On any task, Check the Enable Task checkbox.
  4. Enter a start time. The start time includes a calendar date and time. Both values can be selected from the Calendar and Time View pop-ups.
  5. Schedule the generation to recur at set intervals. Checking Hourly will enable the hourly scheduler for setting hourly intervals. Checking Daily will allow allow generation at daily intervals or on specific days of the week.
  6. If you would want the task to end at a specific date, pick an expiration date for the task.
  7. Notes can be added that relate to the scheduled task. For example, to flag a picklist type. The notes will be view-able on the resulting queued job.  
  8. Email alerts can be enabled to be sent to a specified address or addresses upon completion of the task.
  9. Save the task.
  10. Continue below with configuring your task based on task type.
While the task runs on a schedule, you can also manually execute the task to run. 
On the Main Scheduled task page, select the task. Open the action menu and select Execute Task. Press Go.

Scheduling a PickList Generate:

  1. Select a User Id. Selecting a user will allow these a search for picklists by user.
  2. This next step is critical. Picklists are generated for specific orders, like current orders that are not shipped. Scheduling a picklist for these orders is accomplished by linking a saved search to this picklist generation. Once you have your saved search for unshipped orders, you can select that search from the Saved Searches drop down, and a picklist will be generated for those orders only.

To view and manage your scheduled tasks, open the Scheduled task page, where you'll see a grid with all your tasks. Access the the task by clicking on the task name. You can delete the task or execute it right now, by checking the task and selecting those actions from the action menu. Email alerts can be sent to specified addresses upon completion of all tasks.


Scheduling a Product Import:

  1. Select the company to which products will be created. (This step is not necessary when only updating existing products.)
  2. Select the correct product processor plugin from the dropdown.
  3. Typically, inventory files are imported from an FTP folder. Enter the ftp credentials.
  4. FTP Directory - When there are multiple directories(folders) on the FTP, enter the correct directory. Typically, you need to enter a (forward slash) before the directory name. See note below.
  5. FTP FileName - When there are multiple files in specified directory, enter the file name. Typically, you do not need to enter a (forward slash) before the directory name. See note below.
  6. You can select to delete the file from the FTP. This is always recommended, but is necessary if the file dropped onto the directory is always renamed, or if the file is not set to overwrite an existing file. 
  7. Alternatively, you can archive the file after processing. Set up a sub-directory within the specified directory for archiving. When this option is enabled, the file will be removed and placed it in the sub-directory. 
  8. Enable Passive Mode if the connection cannot be made due to firewalls on your server.
  9. save settings

Scheduling an Order Import:

  1. Select the company to the orders will be associated. 
  2. Select the correct order processor plugin from the dropdown.
  3. Typically, order files are imported from an FTP folder. Enter the ftp credentials.
  4. FTP Directory - When there are multiple directories(folders) on the FTP, enter the correct directory. Typically, you do not need to enter a (forward slash) before the directory name. See note below.
  5. FTP FileName - When there are multiple files in specified directory, enter the file name. Typically, you do not need to enter a (forward slash) before the directory name. See note below.
  6. You can select to delete the file from the FTP. This is always recommended, but is necessary if the file dropped onto the directory is always renamed, or if the file is not set to overwrite an existing file. 
  7. Alternatively, you can archive the file after processing. Set up a sub-directory within the specified directory for archiving. When this option is enabled, the file will be removed and placed it in the sub-directory. 
  8. Enable Passive Mode if the connection cannot be made due to firewalls on your server.

Scheduling a Product Export

Product exports work by linking the export to a saved search. Only products in the Saved Search will be included in the export.
  1. Select a User ID under which the saved search is stored.
  2. Select the Saved Search
  3. Select the correct export plug from the Export Via Plugin down. Alternatively, you can select from a saved custom export template from the Saved Template drop down. 
  4. Enter the file name of the inventory file you are exporting. Entering the placeholder #?QueuedJobID?# will populate the file name with the queued job ID. Entering {yyyy}{MM}{dd}* will populate the file name with the date of file creation. Example file name: PHI_ONHAND_{yyyy}{MM}{dd}*.csv
    • Please note: The default export format is xlsx. Add a file format type at the end of the name to export in the desired format. Accepted values .xlsx, .xls, .csv, .txt
  5. Select to export to FTP or Email.
  6. If exporting to FTP, enter FTP credentials. See below when exporting to a VAN.
  7. If there are multiple folder/directories, enter the remote folder into which the file will be exported, with a forward slash / before the folder name. 
  8. If exporting to email enter the SMTP credentials or click on the Copy From Company Settings if those settings will be used.
  9. Enable Passive Mode if the connection cannot be made due to firewalls on your server.


Note: If the file does not import/Export and returns one of the following error messages:
    • "There is no file on FTP matching criteria to process", add the forward slash before the directory name and try again.
    • "File name _____________________ doesn't match file name __________________ ", add the forward slash before the file name and try again.
    • "Can't log in", verify that the FTP credentials are correct.

Scheduling a Report Tasks

This task will send you information based on the reports available in SellerCloud.

  1. When creating a new scheduled task select the Reports type.
  2. Set your start time, recurrence and the related fields.
  3. Select your desired  Report Type.  Some types of reports will have Summarize By dropdown which will allow you to sort the data by channel, vendor, customer, etc. 
  4. Set the Date Range.  The current date of the execution of the task will be set as end date.
  5. Notifications can be sent to email or FTP.  Choose those settings on the bottom similar to any other scheduled task.

Scheduling an Open PO Reminder Task

This task will take unreceived items/units from purchase orders and generate an excel file with those items and quantities. It will only pick POs which are in Saved, Ordered or Pending statuses. They will automatically be emailed to the vendor for clarification.
  1. Select a  vendor. The task is vendor specific so it will need a separate task for each vendor.
  2. Enter a Older than Days value. The task will only look at POs older than this value.
  3. Create a template for Open PO Reminders and set it to the Purchase Order Reminder template assignment. Read more here.
  4. The generated excel file will be attached to the email and will be sent to the email address on the vendor profile.

Exporting to a VAN

Use the following credentials
  • FTP Server (Liaison's VAN): 63.78.198.2
  • FTP User: Mailbox+MailSlot (with the "+")
  • FTP Password: Password;FADA (with the ";FADA")
  • FTP Port: 821
  • Remote Folder: /
  • Use Passive: True
  • Use Secure FTP: True
  • Secure FTP Type: Explicit FTP Over TLS
  • Override SSL Allowed ciphers: True

How did we do?