Scheduled Tasks

Understanding scheduled tasks

Click here to watch a short video in Sellercloud’s Alpha interface.


Scheduled Tasks let you configure certain tasks for automatic performance and recurrence at specific intervals. You can create tasks to import information, generate picklists, export information, and more.


Creating a scheduled task

To create a scheduled task:

Follow these initial steps to create the scheduled task, then go to the specific procedure below in this topic to configure the type of task.
  1. Click Settings > Select your company > Toolbox > Scheduled Tasks.
  2. The New Task Type drop-down menu shows all tasks available for scheduling. Choose a task > Go.
  3. On any task, check the Schedule Enabled box.
  4. Enter a start time. The start time includes a calendar date and time. You can select both values from the Calendar and Time View pop-ups.
  5. Schedule the generation to recur at set intervals:
    • Hourly will enable the hourly scheduler for setting hourly intervals
    • Daily will enable generation at daily intervals or on specific weekdays
      You can also select Custom to set the task for specific days of the week and times.
  6. To end the task on a specific date, pick an Expire Schedule date.
  7. If desired, add notes about the scheduled task in the Queued Job Note field. For example, flag a picklist type. Notes will be viewable on the queued job.
  8. Email alerts can be sent to a specified address or addresses upon completion of the task.
    SMTP settings will need configuring within the task to determine the email address from which to send the notification email. Also, you can choose an email template to determine the text that appears in the body of the notification email.
    Please note that smtp.gmail.com is to send emails, not to download emails. You can use pop.gmail.com or imap.gmail.com (when the server is IMAP) to download emails.
  9. Save the task.
  10. Follow a specific procedure below to configure the desired type of scheduled task.
Although tasks run on schedule, you can run a task manually: On the main Scheduled Tasks page, select the task > click Action menu > choose Execute Task > Go.

Scheduling an import task

You can schedule a product or order import task. You can import information from an FTP, URL, or email.

Scheduling a product import task

Scheduling a product import using an FTP

  1. Select Import Products as the New Task Type and fill in the appropriate information outlined above.
  2. Choose the company to which products will be created. (This step is unnecessary if only updating existing products.)
  3. Choose the correct Product Processor Plugin/Profile from the dropdown menu.
  4. Typically, inventory files are imported from an FTP folder. In the Import From field, choose FTP.
  5. Enter the FTP credentials:
    • FTP Directory – When there are multiple directories(folders) on the FTP, enter the correct directory. Typically, you must enter a (forward slash) before the directory name. See the Note below.
    • FTP FileName – When there are multiple files in specified directory, enter the file name. Typically, you do not need a (forward slash) before the directory name. See the Note below. If you want the task to load multiple files into one folder, enter a * (asterisk) in the file name. This will grab all the files in that directory.
  6. You can select to delete the file from the FTP by choosing Delete Files after Processing. While this is always recommended, it is necessary if:
    • File dropped onto the directory is always renamed, or
    • File is not set to overwrite an existing file
  7. Alternatively, you can archive the file after processing by choosing Archive files instead of Delete. 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 Use Passive if the connection cannot be made due to firewalls on your server.
  9. Save.

Scheduling a product import using an HTTP

  1. Select Import Products as the New Task Type and fill in the appropriate information outlined above.
  2. Choose the company to which products will be created. (This step is unnecessary if only updating existing products.)
  3. Choose the correct Product Processor Plugin/Profile from the dropdown menu.
  4. In the Import From field, choose HTTP. Enter the HTTP URL.
  5. Save.

Scheduling a product import using an email

You may want to create a dedicated email for this task for two reasons:

  • The task will search every email ever received, which may take a long time.
  • The setting Allow less secure apps must be enabled on your Google account.

To begin importing:

  1. Select Import Products as the New Task Type and fill in the appropriate information outlined above.
  2. Optional: Create a new email account.
  3. If using Gmail: Enable the setting Allow less secure apps on your Gmail account.
    • If you are using a new Gmail account: Follow the link above to enable the setting. You may be asked to disabled two-step verification.
    • If you are using a new non-Gmail account: You may want to check your email settings for any settings that may prevent downloads.
    • If you are using your same account: You may want to skip this step for now for your own security, and come back to it later if there are any errors.
  4. If using Gmail: Click this link > Click Continue. If you are not using Gmail, skip this step.
  5. Open your email for the account that will receive the file.
  6. If using Gmail: In Gmail, go to Settings > See all settings > Forwarding and POP/IMAP > Select Enable IMAP (if not already selected) > Save Changes.
    • If you are not using Gmail: Navigate to your email settings and to make sure IMAP is enabled.
  7. Go to Sellercloud > Navigate to the scheduled task you created in Step 1. From the Import From dropdown, select Email and input the information. See a sample set up for Gmail below.
    View the SMTP settings article to learn more.
    • Email Server: imap.gmail.com
    • UserName: Enter your email address
    • Password: Enter the password you use to log into your email address
    • Email Port: 993
    • Email Subject: Sellercloud will search for emails with the exact subject specified; if left blank, all emails will be searched.
    • Attachment Name: Sellercloud will search for a specific email attachment if filled out. If the attachment is different each time, you can enter *.xls,*xlsx, *.csv, etc. This will allow Sellercloud to recognize any attachment ending in that extension. If left blank, all attachments will be searched.Show me a sample in Alpha.
  8. Check Server is IMAP and My Server requires SSL connection.
    • Optional: Check Delete email after processing if you want Sellercloud to delete the email after the task. If left unchecked, Sellercloud will automatically mark the email as Read. It is important to note that only Unread emails are imported.
  9. Step 9 differs between Delta and Alpha. Follow the appropriate steps:
    • Delta: Make sure that you are still in Edit mode. Click the Test Email icon to test > Click Save.
    • Alpha: Test Email Setting to test. If you receive a message that reads Email credentials verified successfully, click Save.
      • If you do not receive this message:
        • If you never followed Step 3: Enable Allow less secure apps in Gmail and try again.
        • If you’re not using Gmail: Try changing the Email Server to whatever is after the @ icon in your email address.
        • You may need to use POP instead of IMAP.

Scheduling an order import task

Scheduling an order import task using an FTP

  1. Select Import Orders as the New Task Type and fill in the appropriate information outlined above.
  2. Select the company to which orders will be associated.
  3. Select the correct order processor plugin from the dropdown.
  4. Typically, order files are imported from an FTP folder. Enter the FTP credentials.
  5. 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 the Note below.
  6. 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 the Note below.
  7. You can select to delete the file from the FTP. While this is always recommended, it is mandatory if the file dropped onto the directory is always renamed or if the file is not set to overwrite an existing file.
  8. 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.
  9. Enable Passive Mode if the connection cannot be made due to firewalls on your server.

Scheduling an order import task using an HTTP

  1. Select Import Orders as the New Task Type and fill in the appropriate information outlined above.
  2. Choose the company to which products will be created. (This step is unnecessary if only updating existing products.)
  3. Choose the correct Product Processor Plugin/Profile from the dropdown menu.
  4. In the Import From field, choose HTTP. Enter the HTTP URL.
  5. Save.

Scheduling an order import task using an email

You may want to create a dedicated email for this task for two reasons:

  • The task will search every email ever received, which may take a long time.
  • The setting Allow less secure apps must be enabled on your Google account.

To begin importing:

  1. Select Import Orders as the New Task Type and fill in the appropriate information outlined above.
  2. Optional: Create a new email account.
  3. If using Gmail: Enable the setting Allow less secure apps on your Gmail account.
    • If you are using a new Gmail account: Follow the link above to enable the setting. You may be asked to disabled two-step verification.
    • If you are using a new non-Gmail account: You may want to check your email settings for any settings that may prevent downloads.
    • If you are using your same account: You may want to skip this step for now for your own security, and come back to it later if there are any errors.
  4. If using Gmail: Click this link > Click Continue. If you are not using Gmail, skip this step.
  5. Open your email for the account that will receive the file.
  6. If using Gmail: In Gmail, go to Settings > See all settings > Forwarding and POP/IMAP > Select Enable IMAP (if not already selected) > Save Changes.
    • If you are not using Gmail: Navigate to your email settings and to make sure IMAP is enabled.
  7. Go to Sellercloud > Navigate to the scheduled task you created in Step 1. From the Import From dropdown, select Email and input the information. See a sample set up for Gmail below.
    View the SMTP settings article to learn more.
    • Email Server: imap.gmail.com
    • UserName: Enter your email address
    • Password: Enter the password you use to log into your email address
    • Email Port: 993
    • Email Subject: Sellercloud will search for emails with the exact subject specified; if left blank, all emails will be searched.
    • Attachment Name: Sellercloud will search for a specific email attachment if filled out. If the attachment is different each time, you can enter *.xls,*xlsx, *.csv, etc. This will allow Sellercloud to recognize any attachment ending in that extension. If left blank, all attachments will be searched.
      Show me a sample in Alpha.
  8. Check Server is IMAP and My Server requires SSL connection.
    • Optional: Check Delete email after processing if you want Sellercloud to delete the email after the task. If left unchecked, Sellercloud will automatically mark the email as Read. It is important to note that only Unread emails are imported.
  9. Step 9 differs between Delta and Alpha. Follow the appropriate steps:
    • Delta: Make sure that you are still in Edit mode. Click the Test Email icon to test > Click Save.
    • Alpha: Test Email Setting to test. If you receive a message that reads Email credentials verified successfully, click Save.
      • If you do not receive this message:
        • If you never followed Step 3: Enable Allow less secure apps in Gmail and try again.
        • If you’re not using Gmail: Try changing the Email Server to whatever is after the @ icon in your email address.
        • You may need to use POP instead of IMAP.


Scheduling an export task

You can schedule a product, order, or predictive purchasing export task.

Scheduling a product export task

To schedule a product export task:

“Export Products” works by linking the export to a saved search. Only products in the Saved Search will be included in the export.
  1. Select Export Products as the New Task Type and fill in the appropriate information outlined above.
  2. Log into a user under which the search will be stored. Saved searches are per user, so you will only be able to view and edit the search assigned to the task under a single userChoose your desired filters and search orders, then save the search.
  3. Click Settings > Toolbox > Scheduled Tasks.
  4. From the New Task Type dropdown, select Export Products > Go. Set up a name for the tasks, start time, and run frequency.
  5. Select the correct User ID and Saved Search.
  6. Select the correct export plugin from the Export via dropdown. Alternatively, you can select from an export mapping tool profile.
  7. Enter the filename of the inventory file you are exporting.
    1. Entering the placeholder #?QueuedJobID?# populates the filename with the queued job ID.
    2. Use {yyyy}{MM}{dd} to populate the filename with the date of file creation.
      For example, enter the filename as follows: PHI_ONHAND_{yyyy}{MM}{dd}
    3. Use {MM}{dd}{yyyy}{HH}{mm}{ss} – where HH = hours, dd = day, mm = minutes, and ss = seconds – to populate the filename with the current date and time.
      For example, enter the filename as follows: PHI_ONHAND_{MM}{dd}{yyyy}{HH}{mm}{ss}
  8. Choose to export to FTP or Email.
  9. If exporting to FTP, enter FTP credentials.  See bottom of page if exporting to a VAN.
  10. 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.
  11. If exporting to email, enter the SMTP credentials or click Copy From Company Settings if those will be used.
  12. Enable Passive Mode if the connection cannot be made due to firewalls on your server.

If the file does not import/Export and shows one of these error messages:

  • There is no file on FTP matching criteria to process – Add the forward slash before the directory name and retry
  • File name _____________________ doesn’t match file name __________________ – Add the forward slash before the file name and retry
  • Can’t log in – Check that the FTP credentials are correct

Scheduling an order export task

To schedule an order export task:

“Export Orders” works by linking the export to a saved search. Only orders in the saved search are included in the export.
  1. Select Export Orders as the New Task Type and fill in the appropriate information outlined above.
  2. Log into a user under which the search will be stored. Saved searches are per user, so you will only be able to view and edit the search assigned to the task under a single user. Choose your desired filters and search orders, then save the search.
  3. Click Settings > Toolbox > Scheduled Tasks.
  4. From the New Task Type dropdown, select Export Orders > Go, and include a task name, start time, and frequency.
  5. Select the correct User ID and Saved Search.
  6. Select the correct export plugin from the Export Via Plugin menu. Alternatively, select from an export mapping tool profile.
  7. Enter the filename of the inventory file you are exporting:
    1. Enter the placeholder #?QueuedJobID?# to populate the filename with the queued job ID.
    2. Use {yyyy}{MM}{dd} to populate the filename with the date of file creation.
      For example, enter a filename as follows: PHI_ONHAND_{yyyy}{MM}{dd}
    3. Use {MM}{dd}{yyyy}{HH}{mm}{ss} – where HH = hours, dd = day, mm = minutes, and ss = seconds – to populate the filename with the current date and time.
      For example, enter a filename as follows: PHI_ONHAND_{MM}{dd}{yyyy}{HH}{mm}{ss}
  8. Choose to export to FTP or Email.
  9. If exporting to FTP, enter FTP credentials. If exporting to a VAN, read this.
  10. 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.
  11. If exporting to email, enter the SMTP credentials or click Copy From Company Settings if those settings will be used.
  12. Enable Passive Mode if the connection cannot be made due to firewalls on your server.

If the file does not import/Export and shows one of these error messages:

  • There is no file on FTP matching criteria to process – Add the forward slash before the directory name and retry.
  • File name _____________________ doesn’t match file name __________________ – Add the forward slash before the file name and retry.
  • Can’t log in – Check that the FTP credentials are correct.
Scheduling a predictive purchasing export task
To schedule a predictive purchasing export:
You can create a scheduled task that automatically exports a predictive purchasing Excel file to email or FTP.

This task will auto-generate a PO by default, but you have the option to turn that off by selecting the Do not create PO box.
  1. Select Predictive Purchase Order as the New Task Type and fill in the appropriate information outlined above.
  2. Click Settings > Toolbox > Scheduled Tasks.
  3. From the New Task Type dropdown, select Predictive Purchase Order > Go.
  4. Configure the task based on the information in this Predictive Purchasing topic > Save. For example, Days To Order; Days Of Order; specific vendor filters, etc.
  5. To have this automatically sent to you, set the Export To field to an Email account or FTP where the output file should be placed.
  6. When done configuring, click the Schedule Enabled box at the top, and click Save at the bottom.


Scheduling a picklist generate

Scheduling a picklist generate

To schedule a picklist generate:

  1. Select PickList Generate as the New Task Type and fill in the appropriate information outlined above.
  2. Select a saved search > Select a User ID. Selecting the User ID sets where the saved search is under.
  3. This next step is crucial: Picklists are generated for specific orders, such as current orders that have not shipped. Scheduling a picklist for those orders is done by linking a Saved Search to this picklist generation. After you have your saved search for unshipped orders, you can choose that search from the Saved Searches dropdown and a picklist will be generated only for those orders.

To view and manage your scheduled tasks, open the Scheduled Tasks page with a grid of all your tasks. Access the task by clicking the task name. Delete the task or execute it 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 report task

Scheduling a report task
To schedule a report task:
This task will send you information based on reports available in SellerCloud:

  1. Select Reports as the New Task Type and fill in the appropriate information outlined above.
  2. Set your start time, recurrence, and related fields.
  3. Select your desired Report Type. Certain report types have a Summarize By dropdown to sort data by channel, vendor, customer, etc.
  4. Set the Date Range. Set the current date of the task execution as the end date.
  5. Notifications can be sent to email or FTP.  Choose those settings in the Export To field.


Scheduling a PO reminder task

Scheduling a PO reminder task
To schedule a 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 that are in Saved, Ordered, or Pending statuses.POs will automatically be emailed to the vendor for clarification.

  1. Select Open Purchase Orders Reminder as the New Task Type and fill in the appropriate information outlined above.
  2. Choose a Vendor. The task is vendor-specific, so needs a separate task for each vendor.
  3. Enter an Older than Days value. The task will only look at POs older than this value.
  4. Create a template for Open PO Reminders and set it to the Purchase Order Reminder template assignment. Read more here. The generated Excel file will be attached to the email and sent to the email address on the vendor profile.


Scheduling an Amazon reports’ export

Scheduling an Amazon reports’ export
To schedule an Amazon reports’ export:
This task exports reports from Amazon to your FTP or Email:

  1. Select Amazon Reports as the New Task Type and fill in the appropriate information outlined above.
  2. Set your start time, recurrence, and related fields.
  3. Choose the Amazon Report Type:
    • Inventory Health Report – This contains detailed information about your FBA inventory. Note: This report type requires selecting Enable Inventory Health Report in your company’s Amazon settings.
    • FBA Fee Preview Report – This contains detailed information about shipping specifics, such as dimensions and pricing on your FBA inventory
  4. Set the Export To field: Send by email or pushed to your FTP.

Exporting to 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


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