Scheduling Jobs

The Schedules page allows administrators to create recurring scan jobs that run automatically on a defined frequency. Scheduled jobs automate repeated scanning of the same client, path, PII class, and target combination — eliminating the need to manually create the same job repeatedly and ensuring consistent data discovery coverage over time.

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Understanding scheduled jobs:

A schedule defines the parameters for a recurring scan and the frequency at which it should run. A background service on the PII Scanner Server named JobSchedulerService checks for due schedules every minute. When a schedule becomes due:

1. The schedule is evaluated
2. A new scan job is created from the saved schedule settings with a status of Queued
3. The LastRunTime is updated
4. The NextRunTime is recalculated for the next occurrence

Scheduled jobs are materialized as standard scan jobs — they appear in the Jobs page and follow the same lifecycle as manually created jobs (Queued → Running → Succeeded or Failed).

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Prerequisites:

Before creating a schedule confirm the following:

• At least one PII Scanner Agent is registered and showing as Online in the Clients page
• At least one target is configured in the Targets page
• At least one PII class is enabled in the PII Classes page
• The intended agent has read access to the file path to be scanned

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Accessing the Schedules page:

1. Log in to the PII Scanner Server web interface at https://<server-name>:52766
2. Navigate to Schedules in the main navigation

The Schedules page displays all configured recurring scans with their name, frequency, next run time, last run time, and assigned client.

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Creating a new schedule:

1. Click Add Schedule
2. Configure the schedule details:

Schedule Name (required) A descriptive name for the recurring scan:

Examples:

Weekly HR Share PII Sweep

Monthly Finance Directory Scan

Daily Sensitive Data Check — Legal Share

Job Name (required) The name to assign to each job created by this schedule. This appears in the Jobs page each time the schedule fires:

Examples:

Weekly HR Scan — Auto

Monthly Finance Scan — Auto

Client (required) Select the registered agent that will execute the scan. The selected agent must have read access to the specified scan path.

Path to Scan (required) The full path to the directory or file to scan on a recurring basis:

Windows examples:

C:\SharedDocuments

\\fileserver01\departments\hr

D:\Projects\Legal

Linux examples:

/mnt/shares/documents

/home/shared/data

Include Extensions (optional) A comma-separated list of file extensions to limit the scan to. Leave blank to scan all file types:

Examples:

*.docx, *.xlsx, *.pdf

*.txt, *.csv

PII Classes (required) Select one or more enabled PII classes to detect during each scheduled scan run.

Target Host (required) Select the configured target destination where scan results will be forwarded.

Frequency (required) Select how often the schedule should run:

Frequency	Description
Daily	A new job is created every day at the configured start time
Weekly	A new job is created once per week at the configured start time
Monthly	A new job is created once per month at the configured start time

Start Date & Time (required) The date and time of the first scheduled run. Subsequent runs are calculated from this starting point based on the selected frequency.

3. Click Save

The schedule is saved and the NextRunTime is calculated based on the start date and frequency. The JobSchedulerService will create the first job when the start date and time is reached.

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Recommended scan schedule:

Scan Type	Recommended Frequency	Notes
High-risk directories (HR, Finance, Legal)	Weekly	Focus on shares with frequent data changes
General file servers	Monthly	Broader coverage of less frequently changed data
Archive or backup locations	Monthly	Older data stores that change infrequently

[Your administrator should adjust scan frequency based on your organization’s data handling practices and compliance requirements.]

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Viewing scheduled job history:

Each time a schedule fires it creates a job that appears in the Jobs page. To review the history of jobs created by a specific schedule:

1. Navigate to Jobs
2. Filter or search by the job name configured in the schedule
3. Review the list of jobs created by that schedule with their status and timestamps

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Editing a schedule:

1. Locate the schedule in the Schedules list
2. Click the Edit icon
3. Modify the schedule settings as needed
4. Click Save

Changes to a schedule take effect from the next scheduled run. Any job already created and currently Queued or Running from the previous schedule configuration will complete using its original settings.

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Disabling a schedule:

If a schedule needs to be temporarily suspended without deleting it:

[Your administrator should confirm the method for disabling a schedule in the current version of PII Scanner and update this section accordingly. Additional information incoming.]

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Deleting a schedule:

Deleting a schedule stops future jobs from being created. Jobs already created by the schedule that are currently Queued or Running are not affected and will complete normally.

1. Locate the schedule in the Schedules list
2. Click the Delete icon
3. Confirm the deletion

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Monitoring scheduled job health:

Use the Jobs page to confirm that scheduled jobs are running as expected:

1. Navigate to Jobs
2. Filter by the job name used in the schedule
3. Review the most recent job created by the schedule
4. Confirm:
   • The job was created at approximately the expected time
   • The status shows Succeeded
   • The Records Processed count is consistent with previous runs
5. If a scheduled job has not been created at the expected time check:
   • The PII Scanner Server service LTA_Scanner is running

The JobSchedulerService background service is active — review server logs for scheduler errors:
C:\Program Files\Blue Lance 2-0\LTA_PII_Scanner\logs\scanner-*.log

• The assigned agent is Online and able to claim jobs

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Best practices:

• Use descriptive schedule names and job names that clearly communicate the scope and purpose of the recurring scan
• Schedule broad or resource-intensive scans outside of business hours to minimize impact on file server performance and user productivity
• Confirm the assigned agent is consistently Online before creating a schedule — an agent that is frequently offline will result in jobs remaining Queued and scans being missed
• Review scheduled job results in LT Auditor-MP regularly rather than only after manual scans — scheduled scans can surface new PII findings between manual review cycles
• Retain scheduled scan results in LT Auditor-MP as ongoing evidence of your data discovery program for compliance audits
• Review your schedule configuration periodically and update paths, PII classes, or frequency as your environment and compliance requirements evolve

[Your administrator should document all configured schedules including the scan path, frequency, assigned agent, and PII classes selected so the scanning program is fully auditable.]