Scheduled jobs installed with Workplace Calendar Synchronization

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Scheduled jobs installed with Workplace Calendar Synchronization

    The Workplace Calendar Synchronization application in ServiceNow includes a set of scheduled jobs designed to automate and streamline the synchronization process between ServiceNow Workplace Reservation Management and external calendar systems such as Microsoft Exchange Online and Google Calendar. These scheduled jobs ensure that reservations and calendar events stay consistent, handle errors, and maintain system performance.

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    Key Scheduled Jobs and Their Functions

    • Clean-up Awaiting/Rejected Reservations: Runs every 5 hours to clear reservations stuck in an awaiting confirmation state due to rejections from Outlook or Microsoft Exchange Online On-Premises, preventing stale data.
    • Create and Update Reservations from Events: Executes every minute to insert or update reservations based on events from Microsoft Exchange Online, keeping reservation records current.
    • Check Room Calendar for Stuck Reservations: Runs every 10 minutes to verify if reservations stuck in awaiting confirmation still correspond to existing events. If events are missing due to conflicts, reservations are marked as conflicted.
    • Export Reservations to Calendar: Inactive by default; when activated, runs every 15 minutes to synchronize Workplace reservations back to external calendars, creating calendar events and updating reservation records with event identifiers.
    • Subscription Renewal Failure Notification: Runs daily to detect failed subscription renewals linked to active synchronization configurations and notifies administrators with the appropriate role.
    • WSDRS Multi Reservation Processor: Runs every 15 minutes to correct reservations incorrectly created as single instead of grouped multi-child reservations from external sources.
    • WSDRS Reprocess Events: Inactive by default; runs every 15 minutes to retry synchronization of Workplace Scheduling Data Repository (WSD) events that failed processing.
    • WSDRS Sync Calendar Items: Inactive by default; runs every 2 minutes for Microsoft Exchange Online On-Premises and Google Calendar providers to synchronize all calendar events for locations with active sync configurations.
    • Update Attendees of Workplace Reservation (Google): Runs every 4 minutes when Google Calendar Spoke is installed, syncing attendee information from calendar events to reservation records.
    • Sync Attendees for On-Premises: Runs every 4 minutes when Microsoft Exchange Server Spoke is installed, synchronizing attendees similarly for on-premises environments.
    • Queue Webhook Events (Microsoft Exchange Online): Runs every minute to capture and queue numerous webhook notifications from Microsoft Exchange Online to avoid race conditions during synchronization.
    • Weekly Schedule Scan: Runs once a week post-configuration to scan and verify calendar synchronization setup and ensure configurations are healthy.

    Practical Benefits for ServiceNow Customers

    • Automated Synchronization: Ensures continuous, near real-time alignment between external calendar systems and ServiceNow reservations without manual intervention.
    • Error Handling and Data Integrity: Automatically clears stuck or conflicted reservations and notifies administrators of subscription issues to maintain system reliability.
    • Support for Multiple Calendar Providers: Includes specific jobs tailored for Microsoft Exchange Online (cloud and on-premises) and Google Calendar, supporting diverse enterprise environments.
    • Flexibility and Control: Some jobs are inactive by default, allowing customers to enable them based on their synchronization needs and to monitor logs for troubleshooting event creation failures.
    • Enhanced Attendee Synchronization: Attendee details are kept current, improving the accuracy of workplace reservation data across integrated calendar platforms.

    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.
    Check room calendar for reservations stuck in awaiting confirmation Workplace Calendar Synchronization True Repeats every 10 minutes This schedule job runs every 10 minutes and selects the reservations that are stuck in Awaiting confirmation and were last updated between 2 to 15 minutes ago. The job performs a look-up call to the room calendar to verify if the event exists. If the event does not exist (due to conflicts with outlook), the reservation is moved to the Conflicted state.
    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.
    Weekly schedule scan Workplace Calendar Synchronization True Once a week This schedule job is a scan performed after the configuration. It is a suite for checking calendar sync configuration.