Scheduled jobs installed with Workplace Calendar Synchronization

  • Release version: Washingtondc
  • Updated February 1, 2024
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    Summary of Scheduled Jobs Installed with Workplace Calendar Synchronization

    The Workplace Calendar Synchronization feature includes several scheduled jobs designed to facilitate seamless synchronization processes. These jobs automate tasks related to reservations and calendar events, improving efficiency and user experience in managing workplace resources.

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    Key Features

    • Clean-up Awaiting/Rejected Reservations: Cleans up reservations stuck in awaiting confirmation for over 5 hours, running every 5 hours.
    • Create and Update Reservations from Events: Inserts and updates reservations from Microsoft Exchange Online events, executing every minute.
    • Export Reservations to Calendar: Inactive by default; syncs existing reservations with the calendar every 15 minutes.
    • Subscription Renewal Failure Notification Job: Checks for failed subscriptions and notifies users daily.
    • WSDRS Multi Reservation Processor: Groups incorrectly created single reservations into multi-child reservations every 15 minutes.
    • WSDRS Reprocess Events: Reprocesses failed WSD event synchronization every 15 minutes.
    • WSDRS Sync Calendar Items: Synchronizes calendar events for locations with active configurations every 2 minutes, applicable for specific providers.
    • Update Attendees of Workplace Reservation (Google): Syncs attendees from Google Calendar events to the Reservations table every 4 minutes.
    • Sync Attendees for On-Prem: Syncs attendees from Microsoft Exchange Server events to the Reservations table every 4 minutes.
    • Clean-up Awaiting/Rejected Reservations (On-Prem): Similar to the first job, but specific to Microsoft Exchange Online On-Premises.
    • Queue Webhook Events: Captures and queues notifications from Microsoft Exchange Online every minute to avoid race conditions.

    Key Outcomes

    Implementing these scheduled jobs allows ServiceNow customers to automate reservation management, ensure timely updates between systems, and maintain organized and efficient workplace scheduling. Users can expect improved accuracy in reservations and alerts for any issues, contributing to a smoother operational workflow.

    The Workplace Calendar Synchronization includes scheduled jobs to process a few synchronizations seamlessly.

    Table 1. Scheduled jobs installed with Workplace Calendar Synchronization
    Scheduled job Scope Active Time Description
    Clean-up Awaiting/Rejected Reservations Workplace Calendar Synchronization True Repeats every 5 hours This scheduled job clears the reservations that have been stuck in awaiting confirmation for more than 5 hours (due to rejection from outlook)
    Create and Update Reservations from Events Workplace Calendar Synchronization True Repeats every 1 minute This scheduled job inserts/updates reservations from Microsoft Exchange Online spoke > Events table.
    Export reservations to calendar Workplace Calendar Synchronization False Repeats every 15 minutes
    This scheduled job is inactive by default. The scheduled job syncs existing Workplace Reservation Management reservations with the calendar.
    • It retrieves details of the reservations that are not synchronized with the calendar.
    • Creates events for all reservations based on the respective location's calendar provider. On successful creation of events, reservations are populated with "Event Id & IcalId".
    • If the script fails to create events for a reservation, you can check the logs to determine the reason behind the failure.
    Subscription renewal failure notification job Workplace Calendar Synchronization True Daily This scheduled job checks for failed subscriptions that are linked to active reservable sync configuration records and notifies users with the rsvsync_admin role.
    WSDRS Multi reservation processor Workplace Calendar Synchronization True Repeats every 15 minutes This scheduled job turns reservations that are incorrectly created as single from an external source into correctly grouped multi children
    WSDRS Reprocess Events Workplace Calendar Synchronization False Repeats every 15 minutes This scheduled job reprocesses the synchronization calls for WSD events that failed to process.
    WSDRS Sync Calendar items Workplace Calendar Synchronization False Repeats every 2 minutes

    This scheduled job runs only for Microsoft Exchange Online On-Premises and Google Calendar provider. This job is not applicable to Microsoft Exchange Online.

    This scheduled job synchronizes all the events of a calendar for all the locations that have active reservable sync configurations.
    Update attendees of Workplace Reservation (Google) Workplace Calendar Synchronization True Repeats every 4 minutes This scheduled job is installed when the Google Calendar Spoke is installed. This job synchronizes attendees, who were synced from Calendar events and stored in the calendar items, to the Reservations table.
    Sync attendees for onPrem Workplace Calendar Synchronization True Repeats every 4 minutes This scheduled job is installed when Microsoft Exchange Server Spoke is installed. This job synchronized attendee, who were synced from Calendar events and stored in calendar items, to the Reservations table.
    Clean-up Awaiting/Rejected Reservations (OnPrem) Workplace Calendar Synchronization True Repeats every 5 hours This scheduled job clears the reservations that have been stuck in Awaiting confirmation for more than 5 hours (due to rejection from Microsoft Exchange Online On-Premises).
    Queue Webhook Events Microsoft Exchange Online Spoke True Repeats every 1 minute As Microsoft Exchange Online sends many notifications for each change, to avoid a race condition, the notifications are captured in the Webhook Notification [sn_ex_online_spke_webhook_notification] table and queued to the Callback Queue [sn_ex_online_spke_callback_queue] table through this scheduled job.