System tasks

System tasks are routine tasks that TotalAgility performs. You cannot create a new system task or delete an existing system task. You can deactivate a task, modify the interval in which to execute a system task, set the timeout interval, and define the system task operating time, as needed. You must have the necessary permissions to configure the system tasks.

TotalAgility performs the following routine tasks.

System task name	When the system task executes
Archive/Delete Items	Moves archive jobs from live to the archive database.
Capture Data Cleanup	Periodically scans the PendingBinariesToDelete table and creates a new DeleteCaptureBinary worker task for each chunk of binaries. (Default interval and default Timeout interval is 10 Mins) The chunk size is determined by several binaries. You can configure the chunk size in the system settings. See Core worker.
Create Exceptions	Creates jobs on a configured exception map. Also creates jobs or alert tasks configured on triggers at the process level. You can configure exceptions at the server or process level.
Create Jobs	Creates jobs configured on business events.
Device Management Cleanup	Cleans up device-related data, such as expired devices and old scan history records. The default schedule to run this task to clean up the scan history is every hour.
Evaluate Jobs	Core Worker service evaluates jobs on job creation and activity completion.
Process MS Exchange Events	Periodically polls the configured Exchange servers to get the outstanding events processed by TotalAgility. This maintains an Exchange state property for each server so that it gets only new events since the last time it checked.
Process MS SharePoint Online Events	Periodically polls the configured SharePoint online servers to get the outstanding events processed by TotalAgility. This maintains a SharePoint state property for each server so that it gets only new events since the last time it checked.
Generative AI	Polls for the worker tasks of type GenerativeAIProcessTask and adds it to the relevant custom job thread pool to execute any Designer requests for generating processes via Generative AI. This system task is not used to execute the Generative AI activity. By default, the system task is inactive with a default interval of 0 Mins. If a Generative AI provider is configured on the Integration menu, the system task is automatically enabled and if removed from the Integration, the system task is disabled.
Ingest	Ingests documents from various sources (Email, Fax, FoIP, File) and creates the specified business processes.
Ingest Local Connectors	Ingests documents from various sources (EWS, IMAP, MS Graph, POP3, Fax, File) via Message Connectors configured in TotalAgility Designer and creates the specified business processes. This system task is available for an on-premise multi-tenant environment and is only used for the integration server.
Ingest Shared Connectors	Ingests documents from various sources (EWS, IMAP, MS Graph, File) via Message Connector pools configured in Tenant Management System and creates the specified business processes. This system task is only available for an on-premise multi-tenant environment. (Both the default and minimum time interval is 1 minute)
Scheduling	Executes both job and deployment schedules. See Manage a job schedule.
KM Files Fetch	Retrieves jobs submitted to the configured FTP server from Konica Minolta devices.
License Threshold Monitoring	Determines how often to check for license threshold exceptions and raise an alert (default interval: 1 minute). Once the threshold is met and the interval has passed, the exception is raised.
Monitor Reporting	Monitors the reporting tables at a specified time interval and triggers an escalation process, if any problem occurs. (The default interval is 24 hours and the default Timeout interval is 5 minutes) The system records the row count of the following tables for the last 30 instances: WSA_MESSAGES OBJECT_AUDIT_FACT EVENT_DATA_DIM DOC_SESS_SNAPSHOT_FACT FIELD_ACCUM_FACT_TABLE When any of the following conditions are met, the job is started for the selected process: WSA (Web Security Appliance) messages count exceeds the maximum daily threshold value. Consecutive increase of WSA messages exceeds the threshold value. The count of WSA messages that are older than the retention period minus 2 days, is greater than 1. If the number of pending ETL (Extract, Transform, and Load) jobs are greater than the number of reporting servers concurrently running, then the job is started to show that the reporting servers are less than the number of pending ETL jobs. The "Monitor Reporting" system task is only active if "Enable the Reporting feature" is selected in the "Reporting server". For more information, see Reporting server.
Monitoring	Monitors database at a set time interval and executes multiple checks, for example, whether to fire an exception or trigger.
OAuth Server Token Refresh	Checks the validity of the refresh token for each OAuth server after every minute and renews the token before it expires. You can configure the refresh token validity using the Refresh token validity duration field at the time of configuring an OAuth server. If this field value is set to zero, the refresh token always remains valid. This task can renew the refresh token only if the OAuth server supports it. If the OAuth server does not have a refresh token associated with it, for example, the OAuth server details were saved but no authorization was done, then the system task skips renewing the refresh token.
Online Learning	Runs automatic Online Learning on the documents marked for online learning during validation. For best practices about the Online Learning system task, refer to "Online Learning System Task" in Kofax TotalAgility Best Practices Guide.
Perform Auto Activities	Executes automatic activities at a set time.
Process Activities	Performs auto work allocation based on the algorithm selected.
Process Capture Timeouts	Cleans up data for expired document capture sessions in the TotalAgility Workspace.
Process Session Timeouts	Forces users to log off on session timeout.
Process State Actions	Executes action (Restart\Create new job) configured on states. See Create a state.
Reporting	Extracts, transforms, and loads the reporting data from the Staging database to the Warehouse database.
Retention Policy	Marks items for deletion for which the retention period and the versions have exceeded the defined limit, and then deletes those items. This task is executed once every seven days by default; you can set the minimum Interval to one hour. If the item that the system task tries to delete is not deleted, the item is recorded in the Retention Policy Failures table. Failures are cleared automatically when the system task executeed the next time. See Retention policy. The Retention Policy system task is CPU intensive and should be ideally scheduled during non-working hours.
Telemetry	Periodically collects data about the application and calls the web service (hosted by Kofax) to send data from TotalAgility to Kofax every 24 hours by default. Only the data that has changed since the system task ran last is collected. The following data is collected by the Telemetry system task: Average login time per user Distinct number of logged-in users Number of users defined Total login time across users Number of jobs created in the last period Number of documents created in the last period Number of activities performed in the last period Number of Apps and Jobs created for each App type (Quick Workflow, Quick RPA, and Quick Capture) Name of the App type When the system task runs in a new installation, it gets the existing data based on current time and system task. For example, If the interval is set to 24 hours, then it gets the metric data for the last 24 hours.
Transformation Server Execution	Performs the following automatic capture activities: Extraction, Classification, PDF Generation, Image Processing, and Composite. This system task is only available for TotalAgility in on-premise multi-tenant and Azure environments. It is not available for TotalAgility on-premise. For an on-premise installation, the Transformation Server service continuously runs when configured to execute the capture activities.
Upgrade Jobs	Upgrades jobs for the requested process versions.
Xerox FtpFetch	Retrieves jobs submitted to the configured FTP server from Xerox devices.

How to: Manage system tasks