Scheduler

Zammad’s scheduler performs time-based automated actions. The most important difference to Triggers is that no action is required for the execution. You can set up your own scheduler jobs and configure:

  • At which time they should run

  • Which objects should be modified based on conditions

  • What changes or actions should be executed for matching objects

As an example, scheduler jobs can be used to send periodic reminder emails. If this is what you want to do, have a look at Variables to build customized email templates.

Hint

Scheduler jobs can process a maximum of 2000 objects per run. This is a security function in case you accidentally misconfigured the scheduler.

Basics

Manage Scheduler Jobs

You can find the scheduler configuration in the admin settings under Manage > Scheduler. Create a new scheduler job by clicking the New Scheduler button in the top right corner. This opens a dialog where you can define your scheduler job. To edit an existing scheduler, simply click on the row and the dialog gets opened again. The ︙ action menu holds the options to clone or delete the scheduler job.

After creating at least one scheduler job, you can find a table in the main area. There you can see additional information like how many objects were processed at the last run and how many will be processed at the next run.

Screenshot shows Zammad's scheduler management

Scheduler Job Structure

Read on for details about the main parts of a scheduler job. A description of all available fields follows in the Scheduler Job Details section.

Execution Time

Define time(s) and day(s), when the scheduler job is supposed to run. Simply click the day and time table entries to select and deselect items. You can see a textual preview of what you configured above the tables.

Screenshot shows date and time selection in scheduler job configuration
Define Object Condition

Define a condition to specify the affected objects you want to apply changes or perform an action. If you’re not familiar with conditions in Zammad, you can find an explanation at the Object Conditions page. The availability of attributes depends on the selected object context.

Screenshot shows object condition definition in scheduler job configuration
Define Action

In this area, you define which changes or actions should get applied to the affected objects. Depending on the selected object context, the available options differ.

Screenshot shows action selection in scheduler job configuration

Scheduler Job Details

Name

Choose a name for the scheduler.

When should the job run?

Choose the points in time when the scheduler should run. It depends on the configured timezone in Zammad.

Object

Choose in which object context the scheduler should be executed. Possible objects are: Organization, Ticket and User.

Conditions for affected objects

Determine the object attributes to select the objects on which the actions will be applied.

Hint

👋 Looking for more depth explanation on conditions? 🤓

Many condition settings in Zammad, no matter if in ticket scope or not, re-appear in several places of Zammad. For this reason we created a dedicated documentation section to avoid duplicate content.

Have a look at Object Conditions to learn even more! 🎉

Preview

This list previews some objects that your conditions are matching and shows a total of how many objects are being matched. Use this to double-check the entered conditions.

Please be aware that the preview and displayed number is just based on the currently selected condition. It doesn’t necessarily represent the objects for execution at the defined time.

Execute changes on objects

Determine the changes to be made to the object. The possible changes depend on the selected object context. Be aware that a related object context may not be available (e.g. to perform ticket actions from a user context based scheduler).

You can even trigger an AI agent run using scheduler jobs.

Warning

🔥 Schedulers with Action: Delete immediately and Action: Add a data privacy deletion task are dangerous and should be used with care! If executed, the objects are deleted and no rollback is possible.

Delete immediately will delete the ticket at the runtime of the job without any hint in the UI.

Add a data privacy deletion task will create a data privacy deletion task for the object at the runtime of the job. That means it is visible in Zammad’s data privacy panel.

Disable notifications

By default, actions triggered by schedulers won’t send notifications. You can override this here by setting this to no.

Locale

This can be activated with the switch labeled “Localization of execution changes”.

Set a desired language, in which the output of variables is translated into by using the t function. For more information, please have a look at the explanation in the variables section.

Timezone

This can be activated with the switch labeled “Localization of execution changes”.

Similar as for the “Locale” setting, you can define a time zone, which is applied to the output of time stamp variables. For more information, please have a look at the explanation in the variables section.

Note

You can use the note field to describe the purpose of the scheduler. This is only visible to other admins when they are editing the scheduler. It is not a way to add notes to objects.

Active

With this setting you can enable/disable the scheduler.