Managing Job Instances & Viewing Job Status

Vault allows you to monitor scheduled, in-progress, and completed job instances, and also to take various actions on scheduled and in-progress instances.

About the Job Status Page

On Job Status page, instances are separated by their current state:

  • Scheduled shows the next scheduled instance for active jobs. Vault Loader jobs cannot be scheduled and will never appear in this list.
  • Running displays instances that have started, but have not yet completed.
  • History shows a log of all past job instances for the vault, including canceled instances or instances that encountered errors. In this section, you can click an Instance ID to see the job definition that was in effect for a particular instance.

On the Job Status page, each section shows the most recent instances. If there are more than can appear on the main page, clicking View All displays a full listing. From the full listing, you can apply filters to find a specific instance, instances from specific dates, instances for a specific job, or instances with a certain completion status.

Accessing Job Monitoring

You can review job instances from Admin > Operations > Job Status. Access to this page is controlled by the Admin: Operations and Admin: Jobs permissions.

Actions on Job Instances

You can use the Actions menu on each instance to access its options. The options vary based on whether an instance is scheduled, running, or complete. Many of these actions only apply to scheduled jobs, not Vault Loader jobs.

  • Start Now: This action moves up a scheduled job instance to start immediately. Once the affected instance is complete, Vault will schedule the next instance. For example, Instance 103 would normally start tonight at 11PM PST, but Teresa chooses Start Now at 4PM. When Instance 103 is complete, Vault schedules the next instance for tomorrow at 11PM PST. Each time a user chooses Start Now, Vault cancels the next scheduled instance does not occur. For example, running a scheduled daily job manually three times would cause the job to not run according to its schedule for three days. This action is only available on scheduled instances. 
  • Make Job Inactive: This action changes the status to Inactive for the job definition and cancels the currently scheduled instance. While the status is Inactive, Vault will not schedule any additional instances. This action is only available on scheduled instances.
  • Cancel: This action cancels the current scheduled instance. Since the job definition remains active, Vault will automatically schedule the next job instance. Note that if you cancel a scheduled instance by mistake, you can deactivate and reactivate the job instance to prompt Vault to reschedule the canceled instance. The action is available on scheduled and running instances.
  • View Job Definition: This action opens the current, active job definition and is only available on scheduled instances. On running and historic instances, you can view the job definition that was in effect when the instance ran by clicking the instance ID.
  • Download Log: This downloads a TXT format log of the job instance. The log includes details like Job Schedule Time and Job Execution Time, as well as any errors that occurred during the job instance.

About Job Completion Statuses

For completed job instances, the following statuses are possible:

  • Success: Job instance completed without problems
  • Cancelled: An Admin cancelled job instance
  • Errors Encountered: Job instance encountered one or more errors
  • Failed to Run: Vault encountered an internal error starting the job. If this occurs for a scheduled job, contact Veeva Support. If this occurs when using Vault Loader, check that your parameters were valid.
  • Missed Schedule: Job instance skipped because it could not start during the scheduled period. A job tries to run as close to the scheduled time as possible. If Vault is unavailable at that time because of maintenance, a system outage, or too many simultaneous jobs, the job continues trying to run for approximately 5 hours after the scheduled time. If the job cannot start within that window, Vault skips the instance. If your jobs regularly miss their schedules, contact Veeva Support. You may need to stagger your jobs’ start times or reduce the total number of jobs by combining similar jobs.