LEARNING CUMULUS (EXPLORING SERIES):

Automated Workflows using the Cumulus Scheduler

Learn to make the most of this powerful, easy-to-use tool, which comes standard with all Canto Cumulus editions.

You can easily configure the Cumulus Scheduler to automatically:

• Create asset variants or copy, move or delete existing assets,
• Update records with metadata and permissions templates,
• Import metadata from external systems, and more.

Benefits of the Cumulus Scheduler. Scheduler configuration in a nutshell • Action(s) — The actions you want performed.
If you can think of even one thing you need done In your Scheduler installation folder, find the file Some actions come standard with all Cumulus
on a recurring basis in one or more of your config.xml. The Scheduler uses the parameters in systems; others are add-ons.
Cumulus catalogs, the Scheduler might be the this file to connect to your Cumulus Server. Some Scheduler actions enable you to choose
answer for you. Those parameters are: asset actions, asset handling sets, and metadata
Consider some of these common uses: • Server address — This is the address at which and permissions templates, where appropriate.
the Scheduler computer can reach your
• Check for expired or soon-to-expire licenses.
Cumulus Server. The default, localhost, Who is the Cumulus Scheduler user?
• Create Web-ready JPEGs, PNGs or other vari- works if the Cumulus Scheduler is installed on The Cumulus Scheduler is like an invisible user
ants of completed assets. the same machine as your Cumulus Server. who connects to Cumulus, performs some tasks,
• Copy assets to Web servers or other locations, Otherwise, edit this value as needed. and logs out again. (In fact, the Scheduler is
based on metadata values, such as a check merely a “faceless” Cumulus Native Client.)
• User — This is the name of the Cumulus user
box named “Ready for Distribution.” account the Scheduler will use when connect- The Cumulus Server sees the Scheduler as noth-
• Find missing assets—while you still have time ing to your Cumulus Server, as explained in ing more (or less) than a normal user. Because of
to find them! “Who is the Cumulus Scheduler user?” on this, the Scheduler must connect to Cumulus
page 1. using a Cumulus user account that offers ade-
• Archive assets whose projects are complete.
• User password — This is the password for the quate permissions to perform whatever task
• Import “fresh” metadata from accounting or you’ve configured it to do.
other systems. Cumulus user account the Scheduler will use
to connect to your Cumulus Server. (A param- It’s a good idea to create a new user account spe-
When your system is licensed to use the Email eter available only with Cumulus 8.1 or later cifically for the Scheduler. This offers several
Cataloger or Usage Statistics & Reporting add- enables you to use an encrypted password.)
ons, you can also use the Scheduler to: important advantages including:
Here’s an example Scheduler configuration file:
• Autocatalog assets from server volumes or • Security — You can precisely define what the
<config> Scheduler can and cannot do. This provides a
email accounts, and
<server address = "localhost" fail safe against destructive actions, such as
• Generate new usage and statistics reports at asset and record deletions.
user = "SchedulerUserAccount"
whatever intervals you need.
password = "Ih8h8RZ!" • Tracking — Actions performed by the Sched-
The Cumulus Scheduler is a standard feature of uler account are trackable via the usage track-
all Cumulus Server editions. prefServer = "true"/>
ing features in Cumulus. This enables you to
</config>
see in your statistics which actions were per-
Scheduler installation and setup. formed by the Scheduler, and which we per-
The Cumulus Scheduler is installed separately Structure of a Scheduler task. formed by “live” users.
from your Cumulus Server and Client software. Jobs you define for the Scheduler to perform are
You can install it on any computer that can called tasks. Most Scheduler tasks comprise at NOTE: Once you’ve created your Scheduler
access your Cumulus Server, or you can install it least four parts: user account, use the Native Client to connect
on the Cumulus Server itself. to Cumulus using that account so you can test
• Affected catalogs — A list of the catalogs in the account’s permissions. Change the default
Download the Scheduler installer from the same which the task should be performed.
asset handling set(s) used by the Scheduler
location you get your Cumulus Server and Client • Execution schedule — The first-run and repeat user if you need to.
software. Follow the installation instructions pro- intervals at which you want the task to run.
vided in the installation guide for your Cumulus That takes care of the Scheduler user as far as
• Search query — The query the Scheduler uses
edition, which you can find at: Cumulus is concerned, but the computer on
to determine which asset records should be
which the Cumulus was installed is another mat-
http://www.canto.com/docs affected. This is a standard search query cre- ter. The Scheduler runs in the background as a
ated and shared using the Find Window.
service, but all services must run under some

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LEARNING CUMULUS (EXPLORING SERIES): Automated Workflows using the Cumulus Scheduler

account. If, for example, the Scheduler was con- missions granted under Server Console >
figured to run under the same account you log User Manager > Server Permissions > Sched- More Cumulus Education
into the Scheduler’s computer with, it would have uler Task Permissions. Don’t miss the following resources, each all
all the same permissions you have. But, if run available fro free from Canto’s website:
under a different account, it might not have Scheduler actions overview.
access to the same drives and folders you do. Cumulus Documentation Cumulus docs,
Next, we’ll run through the Scheduler actions.
install guides, release notes and more.
By default, the Scheduler service runs under the The actions available on your Server will depend
(http://www.canto.com/docs)
SYSTEM user on Windows, and as ROOT on Mac on your license. The configuration of all Sched-
OS, Linux and SOLARIS. These accounts typically uler action types starts the same way: Enhanced Metadata Support A list of the
have access to all local resources on the com- files for which Cumulus offers enhanced
1. Click the Create button on the Scheduler
puter, but if you intend to use network shares, metadata support.
Manager screen, as shown back in figure 2. FIGURE 4: The Email Cataloger add-on is actually two
your Scheduler tasks will likely fail unless you (http:/
modules in/www.canto.com/filters)
one. One option enables you to autocatalog
You’ll need to name a new task in order to see
from an email account, and the other from a local or net-
explicitly grant these “users” access to those configuration options. Choose any name you RAW
work Formats
location, suchSupport See
as a shared a list
drop of the digi-
folder.
shares. (Figure 1) like; you can delete the task later. tal camera RAW formats Cumulus supports.
Once you’ve name your new task, you’ll see the (http://www.canto.com/raw)
Add Task window, which is where configuration Canto Community Blog Tips, news and other
occurs. (Figure 3) information of use to Cumulus users.
(http://blog.canto.com)
Exploring Cumulus Series More Exploring
documents like this one are also available.
(http://www.canto.com/exploring)
Canto User Forums Exchange ideas with
users from all around the world.
(http://forum.canto.com)

FIGURE 1: The Scheduler service needs permission to lection, though system requirements vary.
access any network shares you intend to use in your Example: For [email protected], you
Scheduler tasks.
might use CatalogMe as the user name.
4. Password — The password to access email.

Working with the Scheduler Manager. 5. Catalog Emails without Attachments — When
File > Administration > Server Console > Scheduler checked, email messages will be cataloged,
Manager FIGURE 3: Inside the Scheduler’s Add Task window, you but email attachments will be ignored. When
choose the Scheduler action type, the affected catalogs, unchecked, Cumulus catalogs attachments as
You’ll use the Server Console’s Scheduler Man- and you define the times at which your task will execute. separate asset records linked to the email
ager to create and configure Scheduler tasks. The message’s asset record.
Scheduler Manager lists all currently configured
6. Use Asset Handing Set — Use a specific asset
tasks for the Cumulus Server. You can delete or The Scheduler Action menu, shown in figure 3,
lists the actions available on your Cumulus handling set for cataloging. If not chosen, the
edit current tasks, or create new ones at any
default asset handling set for the Scheduler
time. There is no limit to the number of tasks you Server, each of which is explained next.
user is used. (See “Who is the Cumulus
can define. (Figure 2)
Catalog Assets (Email Cataloger add-on) Scheduler user?” on page 1 for information on
Officially known as the Email Cataloger, this add- the Scheduler user.)
on product enables you to automatically catalog 7. Use Permissions Template — Use a specific
assets from server or network volumes, or from permissions template. If not chosen, the
POP3 email accounts. (Figure 4) Scheduler user’s default template is used.
Referring to figure 4, the configuration options 8. Local Path — The local or UNC path to the
for the Email Cataloger add-on are: folder that will be autocataloged. (“Local”
means from the Scheduler’s perspective.)
1. Catalog Assets From — Menu to choose either
email (POP3) or local or network volume NOTE: Usage examples and additional infor-
autocataloging. (Local Folder) mation on the Email Cataloger add-on is avail-
FIGURE 2: Scheduler tasks are created and configured
using the Server Console’s Scheduler Manager. 2. POP3 Server — Name of the POP3 email able in the Exploring Cumulus document,
server to use. “Automatically Cataloging Assets into Canto
3. User — User name on the POP3 server. This is
Cumulus,” available online: http://
NOTE: The steps in this document require www.canto.com/exploring
typically the email address used for asset col-
Cumulus admin access, or special user per-

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LEARNING CUMULUS (EXPLORING SERIES): Automated Workflows using the Cumulus Scheduler

Copy, Move or Delete Assets Resources needed: asset records are available. If a referenced asset
This action enables you to copy, move or delete can’t be found, Cumulus applies a metadata tem-
• Boolean metadata field called “Backed Up”
assets. (Figure 5) plate to the asset record. (Figure 6)
• Search query: Find “Backed Up” is False
• Metadata template: Set “Backed Up” to True
FIGURE 5: From a
single action, you The use of a metadata template here ensures
can perform many assets aren’t backed up each time the task runs.
automated tasks, If you ever do want to re-backup an asset, manu-
such as back-ups,
archiving, asset ally uncheck its Backed Up field.
relocations, delet-
ing of duplicates If your Cumulus system supports advanced per- FIGURE 6: Simple, but extremely useful! Search your
and more! missions, standard in Cumulus Enterprise and entire catalog, or limit the search, which is useful if you
know certain assets are stored in offline storage. (Other-
Complete, you can restrict the editing of “Backed wise, Cumulus will think they’re missing too.)
Up” to only the Cumulus Scheduler user. This
ensures your back-ups are reliable, because reg-
ular users will not be able to manually change the Referring to figure 6, the configuration options
Backed Up field. for this action are:
Referring to figure 5, the configuration options
Delete assets no longer needed If you ever find 1. Run Record Query — Menu to choose a search
for this action are:
assets you no longer need—duplicates, old files, query. This query should find the asset records
1. Run Record Query — Menu to choose a search etc.—you can have the Scheduler delete them. you want considered in the “missing” search.
query that will find the asset records you want Just click a “Delete Me!” Boolean field and let the 2. Set the following metadata template... —
affected by the task. Scheduler do the rest. Choose the metadata template you want
2. Copy assets... — Copies the assets of all asset Resources needed: applied to the records of the missing assets.
records found to the target location. The asset You can manually search for the records updated
record is not modified. • Boolean metadata field called “Delete Me!”
by this task, or you could even configure a cata-
3. Move assets... — Moves the assets of all asset • Search query: Find “Delete Me!” is True log trigger to have Cumulus notify you via email
records found to the target location. The asset This option enables users who don’t have about missing assets. (Figure 7)
record’s asset reference field is updated to “delete” permissions to mark assets for deletion.
point to the asset’s new location. If you prefer, you can manually intercept delete
4. Delete assets... — Permanently deletes the requests and use a secondary field to flag the
assets of all asset records found. Scheduler. In other words, have a field available
only to you called, “Yes, really delete this!” Then,
5. Also Delete Record — Also deletes the asset
let the Scheduler act on the values in that field
records for all deleted assets. Do not use this
instead. This provides you with a safety buffer.
option if you want to keep the asset records on
hand for future reference or other purposes. Move popular assets to faster storage Search for
asset records that have been recently previewed,
6. Ignore Missing Asset — Check this option if
downloaded or modified. Move them to your
you want the Scheduler to delete an asset FIGURE 7: Configure a catalog trigger for your Asset Not
record even if it can’t delete the associated faster storage media. Use a metadata template Found metadata field, and Cumulus will notify you each
to indicate they’ve been moved. time Asset Not Found is set to True by the Scheduler.
asset for any reason.
7. Use Target Location — The target location for Resources needed:
move and copy operations. This location must Usage examples for the Find Missing Assets
• String list metadata field called “Storage” that
be either a local path on your Cumulus Server, Scheduler action include:
has the values “Primary” and “Secondary”
or a UNC network path the Scheduler service Find missing assets This is certainly the most
can access. • Search query: Find Asset Usage History is “Pre-
view” and Asset Usage History Date is > $Today- obvious use for this action, as depicted in
8. And Execute Metadata Template — Use this 7d figure 6. Set up a Boolean metadata field to serve
option to have a metadata template applied to as your “missing” flag, and use a metadata tem-
all found asset records. This can be handy (or • Metadata template: Set “Storage” to Primary
plate to adjust its value, based on the results of
necessary) depending on the other options This task requires no user intervention. The this Scheduler action.
chosen. (See “Avoiding task loops via meta- Scheduler simply performs a query to find
recently accessed assets and it moves them. Resources needed:
data field/template pairs” on page 6.)
Because this is a move operation and not a copy, • Boolean metadata field called “Asset Not
Usage examples for the Copy, Move or Delete
the asset record is updated to reflect the asset’s Found”
Assets Scheduler action include:
new location.
• Search query: ID has value
Automate back-ups for assets Search for asset
records not backed up. Copy them to a back-up Find Missing Assets • Metadata template: Set “Asset Not Found” to
location. Use a metadata template to mark them This action uses a query to find a selection of True
“backed up.” asset records. It then tests the resulting collec-
tion to make sure the assets referenced by those

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LEARNING CUMULUS (EXPLORING SERIES): Automated Workflows using the Cumulus Scheduler

NOTE: The search query suggested above will 2. Output Format / Text — Select this option to
find all asset records, because all records con- have the Scheduler output the report into a
tain a record ID. (“ID” is the name of the text file you can then import into other appli- FIGURE 9: Automated
metadata imports mean
Cumulus record ID field.) cations. your Cumulus catalogs can
remain current with informa-
When run daily, the big benefit this Scheduler 3. Output Format / Picture — If possible,
tion maintained in other sys-
action offers is that you’ll find out when an asset depending on the report type, the Scheduler tems.
is missing within 24 hours of its loss. This signifi- will save the report as a PNG image file.
cantly increases your chances of tracking down 4. Width/Height — Choose the dimension of the
lost assets. Find them today, instead of two years resulting PNG file.
from now when you need them again! 5. PDF/ Print Template — If possible, depending 2. Import File Path — A local path (to the Sched-
on the report type, the Scheduler will save the uler) where the import file can be found.
Flag offline assets If you catalog assets from
removable media, this Scheduler action can also report as a PDF file. Choose a print template 3. Backup Import File — If checked, the Cumulus
provide you with an indication of which assets that defines the format of the PDF file. will create a back-up copy of the import file
are offline. This is because Cumulus cannot 6. Save to local folder — The location where you and save it in the same location.
access offline assets, so it would consider them want the new reports saved. This location 4. Delete Import File — If checked, Cumulus will
missing too. To differentiate this type of search must be “write” accessible to the Scheduler. delete the import file once the import is com-
from a typical “missing” search, you could use a 7. Send as e-mail to — One or more email plete.
metadata field to indicate removable media, and
addresses (comma separated) that will auto- Usage examples for the Import Scheduler action
reference that field in your query.
matically receive the report. include:
Resources needed: Usage examples for the Generate Report Sched- Refresh metadata daily Update catalog meta-
• Boolean metadata field called “Removable uler action include: data daily.
Media” that you set for assets on optical Generate daily reports Have the Scheduler run Resources needed:
drives or other such media your reports daily.
• Search query: “Removable Media” is True • Pre-configured import set created from within
Resources needed: the Cumulus Native Client.
• Metadata template: Set “Asset Offline” to True
• Pre-configured report created via the Server Create “placeholder” records for future
Generate Report (Usage Statistics and Report- Console’s Report Manager assets Configure an import set to create new
ing add-on) Run special reports Configure the Scheduler to asset records for imported metadata. Get a list of
If your Cumulus Server is licensed to use the run special reports after marketing campaigns or expected assets from another department, and
Usage Statistics & Reporting add-on, you can use other times when you expect to see system your Cumulus catalog will reserve space for
this Scheduler action to automatically generate usage changes. (See “Setting time intervals (cron those future assets.
reports pre-configured via the Report Manager notation).” on page 6 to learn how you can con- Resources needed:
section of the Cumulus Server Console. figure Scheduler tasks to run on certain dates.)
(Figure 8) • Pre-configured import set created from within
Resources needed: the Cumulus Native Client.
• Pre-configured report created via the Server Search and Update Record
Console’s Report Manager This action enables you to perform updates on
Hint: If your Cumulus Server is also licensed for asset records. (Figure 10)
the Email Cataloger, you autocatalog these auto-
generated reports. Set up a catalog trigger to
notify someone when the reports are cataloged. FIGURE 10: The
Scheduler can update
Import asset records cre-
Use this Scheduler action to automatically ated by “fast” asset
handling sets that
import metadata from text files, using import capture low-res
sets pre-configured via the Cumulus Native Cli- thumbnails, or by
ent. (File > Import > From Text/CSV File.) This sets that don’t split
presentations or lay-
enables you to regularly “refresh” Cumulus asset outs into per-page
FIGURE 8: Reports can be produced in several formats, record data with information from other soft- asset records. This
depending on the type of report. Using Cumulus 8.1 or
ware, such as accounting or inventory control saves users time,
later (shown), reports can be saved in PDF format, and
because the “heavy
even emailed. (Previous versions of the module offer systems. lifting” can take place
fewer options than shown.)
over night.
Referring to figure 9, the configuration options
for this action are:
Referring to figure 8, the configuration options
for this action are: 1. Import Set — Menu to choose a pre-config- Referring to figure 10, the configuration options
ured import set. for this action are:
1. Report to generate — Menu to choose a pre-
configured report.

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LEARNING CUMULUS (EXPLORING SERIES): Automated Workflows using the Cumulus Scheduler

1. Run Record Query — Menu to choose a search You can add a metadata template inside the 3. Use Path from Asset Action — Save the new
query that will find the asset records you want Scheduler task, and you can also configure your asset variant at the destination path defined in
updated. selected asset handling set to apply a second the asset action.
2. If Asset Has Changed — Update records only if metadata template. 4. Use Asset Path — Save the new asset variant
their associated asset has been modified. Write-back Vault metadata at night Asset han- in the same location as the original asset.
3. If Asset Has Changed (incl...) — Update dling sets that write metadata edits back to (Make sure the Scheduler has “write” access
records only if their associated asset has been assets require some extra “save” time, because to this location!)
modified, and create or update records for they must access the assets, update the assets’ 5. Use Metadata Template — Select a metadata
contained assets, such as layout or PDF pages, headers, and write the revised files back to disc. template to apply to all asset records found.
or presentation slides. In most cases, this extra time is barely notice-
6. Use Permissions Template — Select a permis-
able, but if you use the Cumulus Vault, the time sions template to apply to all asset records
NOTE: The ability to create per-page asset required can be significant.
records is a standard feature on Cumulus found. (Available only on systems that include
Enterprise and Complete, and available as an A great solution is for users to edit asset records advanced permissions.)
add-on for other editions. using an asset handling set that doesn’t write- It’s possible to use all options this action pro-
back metadata. This way, their saves are virtually vides, but it’s more likely you’ll use it for only one
4. Delete Remaining Records — If any contained instantaneous. Then, use the Scheduler to or two options per task.
asset records are no longer needed because update the edited asset records using an asset
the page or slide was deleted from the master handling set that does perform the write-backs. Usage examples for the Search and Use Asset
asset, delete the orphaned records. Action or Template Scheduler action include:
Resources needed:
5. Update Always — Update the asset record Auto-generate website-ready variants Once a
regardless of whether its associated asset has • Boolean metadata field called “Recataloged.” master image is approved for website use, the -
been updated. (This field should use a formula that sets its Scheduler can automatically generate the Web-
value to False each time the record is saved. ready asset for you.
6. Update Always (incl...) — Update the asset
This resets the “recataloged” state after each
record regardless of whether its associated Resources needed:
asset has been updated, and create or update edit, which flags the Scheduler that an update
is needed.) • Boolean metadata field called “Ready for
records for contained assets.
• Search query: Find “Recataloged” is False and Web”
7. Use Asset Handling Set — Use a specific asset
handling set for the update operations. If not Record Modification Date is (specify time frame) • Search query: Find “Ready for Web” is True
specified, the Scheduler user’s default asset • Asset handling set: Configured to write-back • Asset action: Configured to use the Pixel
handling set for the catalog will be used. metadata. Image Converter to create JPG or PNG variant.
8. And Execute Metadata Template — Apply a • Metadata template: Set “Recataloged” to True (Hint: Configure the asset action to save the
metadata to the updated records. asset variants to a folder on your Web server
Search and Use Asset Action or Template via ftp. That way, your website designers have
Usage examples for the Search and Update This “Swiss army knife” of Scheduler actions easy access for links.)
Record Scheduler action include: enables you to perform many steps at once.
• Metadata template: Set “Ready for Web” to
Fast cataloging now, better cataloging later Two False
things that can add significant time to a catalog- FIGURE 11: Use
Optionally, you might want to use a another
ing operation are: the Scheduler to
turn Cumulus into Boolean field to indicate that a variant has been
• Creating large thumbnails, and an asset-making created. Your metadata template can set that
factory! Configure
• Breaking layouts and presentations into per- asset actions to
value too.
page asset records. produce whatever
License advisories and actions Using several
asset variants you
You can save users lots of time by enabling them need, and Cumulus Scheduler tasks, each configured to use this
(or forcing them) to use asset handling sets that creates them at action, you can alert users to pending asset
the times you
don’t perform these functions during initial cata- need.
license expirations at 30- and 7-days, then take
loging. Instead, let Cumulus update the asset the assets offline once expiration occurs.
records using an asset handling set that gener-
Resources needed:
ates high-resolution thumbnails, and creates
those handy per-page asset records. • Boolean metadata field called “License Valid”
Referring to figure 11, the configuration options
Resources needed: for this action are: • Date metadata field called “Expiration Date”
• Label field called “License Status” whose color
• Boolean metadata field called “Updated” 1. Run Record Query — Menu to choose a search
values are green, yellow and red
• Search query: Find “Updated” is False query that will find the asset records you want
to work with. • Search query: Find “Expiration Date” is less than
• Asset handling set: Configured for the time- $Today + 31 && “Expiration Date” is greater than
consuming functions you need. 2. Use Asset Action — Select an asset action you
$Today + 7 (This sets the time frame to more
want to use to generate a new asset variant.
• Metadata template: Set “Updated” to True than a week from now, but less than 31 days—
the “caution” period.)

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LEARNING CUMULUS (EXPLORING SERIES): Automated Workflows using the Cumulus Scheduler

• Metadata template: Set “License Status” to Yel- • Day-of-Month (1-31) Make sure you don’t choose unrealistic intervals,
low and “License Valid” to True • Month (1-12 or JAN-DEC) such as autocataloging every 5 seconds. The
Using additional versions of this task, you could: Scheduler needs time to execute tasks. If the
• Day-of-Week (1-7 or SUN-SAT)
interval you define is too brief, subsequent jobs
• Search for less than seven days until expira- When a ‘0’ is used, it means the first second, will be queued, which could lead to a backlog of
tion and set “License Status” to Red. minute, hour, etc. So, in the Hours column, ‘0’ tasks that could result in errors.
• Search for $Today is greater than “License means midnight. (Noon would be ‘12’.) In the
For more information on the cron notation syntax
Expiration” and set “License Valid” to False. Minutes column, ‘0’ means the top of each hour,
such as 12:00 or 4:00. used by the Cumulus Scheduler, visit:
You could then use a permissions template to http://quartz.sourceforge.net/javadoc/org/
remove general access to the asset, or rely on When an asterisk is used (*), it means “every quartz/CronTrigger.html
catalog Live Filtering to restrict access based value.” So, in the Day-of-Month column, it means
on a “False” value in this field. every day. In the Month column, every month. NOTE: While testing your Scheduler tasks,
Also keep in mind that changes made to meta- cron notation is very helpful, even if you don’t
The question mark is reserved for use in the Day- plan to use it for the final configuration.
data fields by the Scheduler can also trigger
of-Month and Day-of-Week fields. (It must
email notifications configured in the Native Cli-
appear in one—and only one—of those fields.) It
ent. That way, when an asset is about to expire, Scheduler use considerations.
enables you to specify one value and let the Scheduler tasks are very easy to configure, but
you can notify someone!
Scheduler determine the other value. This makes
there are things to keep in mind that will help you
sense, because when choosing a given day of the
Setting time intervals (cron notation). make better use of this fantastic resource.
month, you don’t want to worry about which day
Use the Schedule section of the Add Task win- of the week that falls on, and vice versa. Avoiding task loops via metadata field/tem-
dow to define when a task runs. You have the plate pairs
option to choose a first-run time, and define an So “0 0 0 * * ?” (the Scheduler’s default) means:
Metadata field/template pairs can be necessary
repeat interval. (Figure 12) At zero seconds, at zero minutes, at zero hours, every to help you avoid “loops” in your Scheduler tasks.
day, every month, on any day of the week. For example, if you create a task to copy assets to
a back-up location, you’d want some sort of flag
In other words, every midnight.
that indicates when they’ve already been moved.
To drill home the use of the question mark, con- Otherwise, Cumulus will recopy them each time,
sider another example: creating addition versions in the back-up loca-
tion. By using a metadata template to set a value
0 0 0 ? * SAT
in a metadata field, your search queries can find
This is read as: only the asset records you want affected.
FIGURE 12: It’s easy to choose a first-run time and then At zero seconds, at zero minutes, at zero hours, any Run as which user?
a repeating interval based on days of the week. (The day, every month, on Saturdays only.
first-run time also becomes the repeat run time.) But by
Keeping in mind the Cumulus Scheduler is noth-
using cron notation, you have more granular control over ing more than an invisible Cumulus user (who
Or every Saturday at midnight.
when your tasks execute. doesn’t sleep), it’s important to remember that
To specify repeat intervals within a notation col- this “user” needs adequate access permissions.
umn, a slash is used. Example:
If you want your task to run every 24 hours, it’s There are two places where you need to consider
easiest to use the Daily option. Enter a first-run */10 * * * * ? the Scheduler’s permissions:
date and time, and select the days of the week This ‘*/10’ falls in the seconds column, so that’s • Cumulus account — The Scheduler connects
you want the task to run. The task will run on the value it affects. It means “every ten seconds.” to Cumulus as a Cumulus user, so you need to
each selected day at the first-run time specified. The rest of the notation specifies “every,” so this determine which user account it will use. As
For more granular control, use cron notation. In job would fire off every 10 seconds, forever. mentioned back in “Who is the Cumulus
the field provided, enter the notation you want. Scheduler user?” on page 1, it’s a good idea to
NOTE: Note the required use of the ‘?’ in the
define a special user account for the Sched-
A complete explanation of cron notation is above example. You could also move this to
uler. Just make sure this account has all the
beyond the scope of this document, but the fol- the Day-of-Month column and get the same
necessary Cumulus permissions to perform
lowing basic explanation can help get you result: */10 * * ? * *
your Scheduler tasks.
started.
Other example values include: • File system permissions — In addition, the
Here’s the default cron notation that appears in Scheduler service runs on the Scheduler’s
• Every minute — 0 */1 * * * ?
the Scheduler: computer as a user of that system. (To make
• Every 5 minutes — 0 */5 * * * ?
000**? sense of this, consider that you also have a
• Every hour — 0 0 */1 * * ? computer login in addition to your Cumulus
From left to right, the digits mean: • Every 12 hours — 0 0 */12 * * ? login.) Make sure the user under which the
• Seconds (0-59) Scheduler runs has adequate permissions to
• Every Sunday at 12:10:05AM — 5 10 0 ? * SUN
perform all tasks, as depicted back in figure 1
• Minutes (0-59) • Every day at 1:15PM — 0 15 13 ? * * on page 2.
• Hours (0-23)

Canto, the Canto logo and Cumulus are registered trademarks of Canto. Other company and product names might be trademarks of their respective owners.
EDU/mkEX-Scheduler/2009.10 Copyright ©2009 Canto GmbH. All rights reserved. www.canto.com Page 6 of 7
LEARNING CUMULUS (EXPLORING SERIES): Automated Workflows using the Cumulus Scheduler

License use Cumulus Workgroup or Entry, talk to your Canto

Canto Partners use the Once the Scheduler is installed and activated, it representative about upgrade modules that can
Scheduler too takes up a user license on your Cumulus Server. enhance the benefits available to you when using
Canto partners make good use of the Sched- This means if you have a 10-user Cumulus Server, the Cumulus Scheduler.
uler in products and services, including: you have only 9 available licenses while the
Scheduler is active. (Consider adding additional
Amides RoboFlow RoboFlow offers a power- user licenses to your server, if needed.)
ful interface to the operating system that
enables you to define many different auto- Interaction with other Cumulus technologies
mation tasks, including “hotfolder” autocata- In addition to the search queries, metadata and
loging, file management, metadata import/ permissions templates, and asset actions you’ll
export, ftp synchronization and much more. use when configuring Scheduler tasks, also con-
(http://www.amides.be) sider other Cumulus technologies when deter-
mining how to make best use the Scheduler.
Modula 4 Video Module This product uses
the Scheduler to trigger the creation of vari- Catalog triggers that send email notifications
ants of newly cataloged video files that can based on metadata values will work as expected,
then be streamed live over the Internet. even when it’s the Scheduler making the edits.
(http://www.modula4.com)
In addition, if you want to autocatalog asset vari-
GOTHIA Integrations Canto Partner ants created by the Scheduler, consider the vari-
GOTHIA tightly integrated the Scheduler ous autocataloging technologies available, such
into systems they’ve built for Saab. Eight as the Email Cataloger, which can autocatalog
Scheduler tasks in all are used to move from local or network volumes.
assets between Cumulus catalogs, handle
If you use Cumulus Enterprise or Complete, you
license expirations, apply metadata tem-
have access to just about anything you’d need to
plates for workflow control and more.
make the most of the Scheduler. If you use
(http://www.gothia.se)
Learn more in the Canto Saab case study:
http://www.canto.com/casestudies
Moksa Integrations Canto Partner Moksa
uses the Scheduler to modify access restric-
tions for Scientific American magazine
based on license expirations.
(http://www.moksa.com)
Visit the Canto marketplace for more info on
Cumulus add-ons and the Canto partners
whop produce them.
(http://www.canto.com)
What about Canto? Canto uses the Sched-
uler to “stamp” standardized usage notices
into assets we distribute. This enables us to
write-back notices approved by our legal
department, based on metadata values, such
as “Approved for General Use” or “Canto
Partner Confidential.”

About Canto, Cumulus and Canto Professional Services For more information, contact your
Canto has been dedicated to helping customers fully utilize their digital assets since 1990. Canto Cumu- local Canto partner, or Canto:
lus is a cross-platform solution that enables companies to easily organize, find, share and track their
ever-increasing numbers of digital files, in any format. Canto’s worldwide network of certified developers
In the U.S.
offers an impressive assortment of plug-ins that enhance the Cumulus product line further.
+1 (415) 495-6545
In the E.U.
Canto Professional Services offers Cumulus consulting, training, installation, configuration and customi- +49 (0) 30 390 485 0
zation services. Take what you learn in Exploring Documents further with Canto Professional Services.
Everywhere
Learn more: www.canto.com [email protected]

Canto, the Canto logo and Cumulus are registered trademarks of Canto. Other company and product names might be trademarks of their respective owners. Some product
claims and features are not included in all versions of the software and/or might require additional Cumulus Add-ons or Plug-ins.
EDU/mkEX-Scheduler/2009.10 Copyright ©2009 Canto GmbH. All rights reserved. www.canto.com Page 7 of 7