Server Console

Server Console
Cumulus Server Console combines utilities for different administrative tasks. This chapter describes the Cumulus Server Console and covers some of the administrative actions that are performed with the Server Console utilities.
Cumulus Server Console combines different administration utilities to provide easy access to them:
The Activity Monitor
Displays information on the Cumulus Server activity and users connected to the selected catalog. Allows you to disconnect users.
Backup Manager
Enables you to define rules for the automatic backup of catalogs and your Cumulus configuration files.
FileSystem Companion Manager
Enables you to configure instances of the Cumulus FileSystem Companion, an optional component which listens to file system events and converts them into Cumulus actions.
File System Versioning
Enables you to set up and configure asset versioning for any Central Asset Location on your file system.
Log Manager
Allows you to activate the logging process for selected catalogs and set up log properties.
Mail Manager
Enables you to configure Cumulus to work with your email server, to choose sending Cumulus Server notifications, and see the queue of mails to be sent.
Remote Admin
Displays the Cumulus Server status and lets you stop or start the Server. The options of these modules let you view and edit the current Server settings and license status and provide a utility to ease the configuration of the FileSharing.Info file.
Report Manager
Enables you to configure and generate reports based on catalog statistics or on Cumulus Server activity.
Scheduler Manager
Enables you to define and schedule tasks to be automatically performed by Cumulus.
Set Manager
Enables you to export and import shared Cumulus items (Sets, Templates, etc.). And enables you to unload all individual sets.
User Manager
Enables you to specify users and their access rights to certain catalogs and functions.
Vault Server
Displays the current Cumulus Vault Server Setup and lets you configure and administer the Vault Server.
Sites Configurator Configurator (Web Server Console only!)
Enables you to configure Cumulus Sites.
Web Client Configurator Configurator (Web Server Console only!)
Enables you to configure Cumulus Web Client.
Configuring RoboFlow (Web Server Console only!)
Enables you to configure Canto RoboFlow and define workflows.
The Cumulus Server Console can be accessed either via the Server Console application installed along with your Cumulus Client, or as the Web Server Console via a Web browser from anywhere, if the Cumulus Web Solutions are installed on your Cumulus system. In any case, you need the appropriate permissions to access and work with the Server Console.
Accessing the Server Console
Both the Server Console Application and the Web Server Console provide almost the same look and feel and comprise the same configuration options and modules. The Web Server Console additionally offers the Sites Configurator module. (For adescription of the Sites Configurator, see the Sites Administrator Guide.)
Opening the Server Console Application
To open the Server Console application:
 
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Select File > Administration > Server Console.
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Click Connect.
 
Opening the Web Server Console
To open the Web Server Console:
 
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Click Login.
 
NOTE: Both the Server Console Application and the Web Server console provide almost the same look and feel and offer identical functions and modules.
Next to the server name, the name of the logged-in administrator is displayed in brackets: localhost (cumulus).
The Server Console offers its own menu bar. The Server menu lets you connect to additional Cumulus Servers that you want to administrate or to quit the connection to a selected Cumulus Server. The Action menu offers the functions available for the currently selected item. These functions are also revealed with a right/alternate mouse click on items.
 
Select the item on the left that represents the module you need to perform your administrative task on. Some modules offer multiple options. These are denoted by an icon on its left. Click this icon to reveal the options.
In order to work with these modules you need the appropriate Administrator permissions for each of these modules. These permissions are set in the User Manager module for each user. As the Server Console modules Log Manager and
Activity Monitor refer to tasks for catalog management, these permissions are set in the Permissions section. Since the Server Console modules User Manager and Backup Manager refer to administrative tasks concerning the Cumulus Server, these permissions are set in the Server Permissions section.
The following sections cover the Backup Manager, the Scheduler Manager, Report Manager, Set Manager, and Remote Admin utility. For a description on how to use the
Using Server Console for Multiple Cumulus Servers
If you have a Cumulus installation with more than one Cumulus Server, Server Console lets you administer these multiple Servers. Select Server > Connect to connect to another Cumulus Server. The panel on the left then provides an entries for each server and its accessible modules. Next to each server name, the name of the logged-in administrator is displayed in brackets.
Backup Manager
PRECONDITIONS: To work with the Backup Manager you must have the appropriate Administrator permissions for the Cumulus Server: Backup Administrator
The Backup Manager allows you to automatically backup your Cumulus configuration files and catalogs – if the catalogs are based on the Cumulus database engine.
You can define jobs for the backup. These jobs include options for:
When you backup your Cumulus configuration files, a ZIP archive with all configuration files inside the conf folder will be created and stored at the chosen destination. Unless you activate the option Append time of backup to file name, this ZIP file will be overwritten by the next backup copy that is made due to the defined backup job.
When backing up catalogs, a catalogs does not have to be closed for the backup. The backup can even be made while clients are connected. When backing up a catalog, a temporary file is created for the catalog – the moment the backup was started. This temporary file will be saved as a BAK file to the selected destination. It is saved under the catalog file name with the extension BAK. Unless you activate the option Append time of backup to file name, this BAK file will be overwritten by the next backup copy that is made due to the defined backup job.
When scheduling backups, remember to take into account the time that Cumulus needs for creating and saving the catalog backup files.
Email confirmations can be sent automatically after catalog back-up operations conducted by the Backup Manager, if the Mail Manager is set to send notifications.
IMPORTANT! It’s important to remember that backing up a Cumulus catalog does not back up the catalog records’ associated asset files. Make sure that all your important files are included in your regular backups.
When defining the destination for the backups, the Select Destination Folder dialog opens. It allows you to navigate in the Remote File Browser Sections that are defined in the Cumulus Server Settings of the Remote Admin module.
FileSystem Companion Manager
The Cumulus FileSystem Companion is an add-on which listens to file system events and converts these to Cumulus actions in a smart way. This allows Cumulus to automatically catalog assets and to create, update or delete records based on changes in the file system.
Optional feature! May not be available with your Cumulus configuration.
The FileSystem Companion is available for Windows and Linux file servers only (which however may be accessed from any client platform). It runs as a separate service, called an instance, on the respective server machine. Each of the instances of the service has its own configuration xml file specifying the unique name of the instance, the address of the Cumulus Server and the technical user which is used to connect to that Cumulus Server.
Beyond these basic settings, the instances of the Cumulus FileSystem Companion are configured via the FileSystem Companion Manager of the Cumulus Server Console. This comprises the specification of the folder(s) to be watched as well as the catalog, Asset Handling Set and Permission Template to be used, certain time out values and a list of items to be ignored by an instance of the FileSystem Companion. Last but not least, these instances can be activated/deactivated via the FileSystem Companion Manager.
IMPORTANT! The FileSystem Companion and the watched folders must be physically located on the same machine.
Do not use the FileSystem Companion
with network shares mounted into the file system because this can result in erroneous behavior.
The following table shows which file system event results in which Cumulus action:
However, there is no one-to-one relation between a file system event and a Cumulus action. Cumulus puts file system events in a queue and processes them with a configurable delay, thus allowing to collect multiple events for a file in a given time and finally applying an appropriate Cumulus action that is the result of a number of file system events. This time out, or delay, is helpful e.g. if an application creates, renames and/or deletes temporary files while processing an asset.
For example, if there a sequence of file system events like: CREATE, UPDATE, UPDATE, DELETE, the resulting Cumulus action would be IGNORE, because it is impossible to create a record before the newly created asset is deleted again.
As a special case, RENAME operations on the file system are always executed immediately in Cumulus, without any delay.
Configuring FileSystem Companion Instances
The FileSystem Companion Manager displays a list of existing configurations. You can create new configurations, as well as edit, delete and activate/deactivate existing ones. If the name of an existing FileSystem Companion instance and the name of a configuration match, the settings specified in the configuration take effect for the respective instance.
 
The following Information is displayed for each instance:
Status – Running/Not Running/Deactivated
Name – Name of the instance. Should match the name of an existing instance of the FileSystem Companion
Folders – Number of and path to folders to be watched, and name of the catalog to which the file system events are synchronised
Event Queue Size – Number of assets for which file system events are waiting to be processed
The following columns provide information on inconsistencies found by the resync process running in the background. Usually, these inconsistencies are solved automatically within a certain amount of time.
Missing Records – number of assets with no corresponding records
Missing Assets – number of records with no corresponding asset
Checksum Problems – number of reference inconsistencies
Existing or new instances are configured via the Edit Instance Configuration window.
Folders – a list of folders to be watched by the instance. The following information is displayed for each folder:
Folder – Absolute path to the folder to be watched. All folders below this folder will be watched, too
NOTE: This leads to a (technical) source category tree which is visible under All in the Category pane. This category tree must not be modified manually!
Catalog – Name of the catalog to which file system events from the specified folder are synchronised. Catalogs can be selected via d drop-down list
NOTE: It is not possible to apply system events from different folder paths to the same catalog!.
Asset Handling Set – Name of the Asset Handling Set to be used with the Cumulus action. Can be selected via a drop-down list
Permissions Template – Name of the Permissions Template to be applied. Can be selected via d drop-down list
Settings – In this section, several time out values can be specified.
Activity time-out – Minimum delay between the receipt of a file system event and its conversion into a Cumulus action.
NOTE: Usually, the actual time between a file system event and the resulting Cumulus action is larger than this value, depending on the load on the machine and the number of file system events coming in.
Timeout for record resync runs – Resync thread waits at least that amount of time between checking for records without asset and assets without record
Timeout for category resync runs – Resync thread waits at least that amount of time between checking the technical FileSystem Companion category structure for categories without matching folders on disk.
Timeout for delaying actions in resyncs – Resync thread waits at least that amount of time after it has detected an inconsistency (for example a record in the catalog with missing asset) and before the according cleanup function is executed (in this example, deleting the record).
Exclusion List – a lists of files, file types and folders which are to be ignored by the FileSystem Companion.
These settings must be notated in regular expressions!
File System Versioning
Cumulus supports asset versioning for assets stored in an asset versioning system like Cumulus Vault (see “Configuring Vault"), as well as for assets stored in a Central Asset Location on your file system.
The proper way to modify a versioned asset and to create a new version is to check the asset out first, then edit it, then check it in again. However, with file system based asset storage – and in contrast to Vault based asset storage – an asset may be revealed and modified directly within the file system, i.e. without previously been checked out from Cumulus. Cumulus therefore allows to check in and create a new version of a modified asset that has not been checked out before.
Prerequisites
Versioning of assets can be set up for any catalog which employs a file system based Central Asset Location (Edit > Preferences > Catalog Settings > General > Use Central Asset Location).
The following prerequisites must be met to make file system based versioning work for a catalog:
The special fields for versioning (contained in the catalog template Fields for Asset Versioning Control) must be included in the catalog.
Some Technical Background
Cumulus stores the versions of assets in hidden folders within the central asset location so that they can’t be revealed by simply browsing the file system. Only the current version of an asset is always visible in the file system.
NOTE: In order to prevent the accidental destruction of a current version of an asset, Cumulus always keeps a second copy of that version in a hidden folder. Every time Cumulus generates a new version from a changed, but not checked-out asset, this hidden file becomes the penultimate version.
Cumulus can generate new versions of changed assets every time the respective records are updated. Records can be updated either manually (via Metadata > Update Record) or automatically, e.g. via the auto cataloging function for source categories, or a scheduler action.
Configuring the File System Versioning
File system based versioning of assets can be configured via the Server Console.
The following settings can be configured:
Create new version when record is updated (and asset was modified): This takes effect both with manual and automatic updates of the record.
If this option is not activated, new versions must be explicitly created via the Asset > Check In menu command.
Reduce creation of new versions. Minimal time gap between versions: If activated, at least the specified number of minutes must go by before a new version is created, even if the asset has been changed in the meantime. – Depending on the system load, the length of the task queue, etc, the effective gap may exceed the specified value.
This is useful to avoid clutter whenever an application creates frequent updates of a file.
NOTE: This setting only affects the creation of versions via an update record process. It does not affect the creation of new versions via checking in assets!
Restrict numbers of versions to be kept to: If activated, only the specified number of versions are kept.
Always keep oldest version: If activated, the oldest version – the “original” file – is never deleted.
To configure a central asset location for asset versioning:
 
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Click Add Location.
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A window appears asking whether all not yet versionable assets in the selected location shall be made versionable:
Yes: Existing assets in the central asset location are made versionable.
No: Existing assets are not made versionable; but new assets are always created as versionable. – You may transform not versionable assets to versionable ones anytime later via the Prepare Assets in Location button
3.
You may stop asset versioning for a location anytime via the Remove Location button. If you do so, you may also disable versioning for currently versioned assets (i.e. make them unversionable) and remove all existing versions.
Mail Manager
PRECONDITIONS: To work with the Mail Manager you must have the appropriate Administrator permissions for the Cumulus Server: Mail Administrator
The Mail Manager lets you configure Cumulus to work with your email server. It enables you to define and test your email server settings, choose to send Cumulus Server notifications, and see the queue of mail to be sent. Cumulus Server notifications include messages generated by the Cumulus Scheduler and Cumulus Server (e.g. syslog system messages, error messages or informations on successfully performed processes such as catalog backups.)
 
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Security level for mail server communication. Options are:
– None: no security level defined
– Secure SMTP (SSL): Secure Sockets Layer
– Start-TLS
Transport Layer Security (TLS)
For setting the security level ask your mail server administrator.
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Options for the From address. If the option For mails without From address is activated, the address of the sender will be used by default.
TIP:  
The notification emails or other automatically generated email messages (e.g. URLs) might be very short and therefore might be identified as unwanted email messages (E-mail spam or junk). Canto recommends you to send test mails and – if necessary – to request the recipients to include the From address in the safe senders lists of their local emails clients.
Remote Admin
You use the Remote Admin module to stop or start the Cumulus Server and to configure Cumulus Server Settings, such as the identity of the Cumulus Administrator, the TCP/IP port number of the Server, and time-outs for various actions. You also use the Remote Admin module to activate your Cumulus installation and/or additional options, and to view and, if necessary, modify, license information.
You need to be logged in as the Cumulus Administrator to work with Remote Admin.
The Remote Admin function can be performed via the Server Console or via its Web front-end from any computer. The following describes the version offered by the Server Console.
Cumulus Server Status
Once you click the Remote Admin entry in the Server Console, the Cumulus Server Status is displayed. You can start and stop the Cumulus Server.
Cumulus Server Settings
To reveal the Cumulus Server Settings click the + icon on the left side of the Remote Admin entry. Then click on the entry Settings. The Cumulus Server Settings will be displayed. The Server Settings options affect global Cumulus Server behavior.
If you want to change the settings, edit the settings and click Save Changes to send them to the Cumulus Server application. See “Overview: Cumulus Server Settings”, for an overview of the setting options available.
 
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Base URLs For Web Access define the Web addresses to catalogs that are set to accessible via the Web. Such an address is needed to create correct URLs for records, assets, preview or thumbnails in order to access them via Web links. The URL creation can be requested by the Cumulus Client employing the Configure Web Link URL function which is available only if at least one Base URL is defined here. (Fore more information, see “Configuring Web Links".) Cumulus can manage multiple addresses for multiple Web applications. They are identified by the names you give them.
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License
To reveal the License information, click the + icon on the left side of the Remote Admin entry. Then click on the entry License. The license information for your Cumulus installation will be displayed.
 
Registering And Activating Additional Licenses
Newly purchased options or additional licenses can easily be activated. In the License information pane, click on Activate Cumulus, then log in to your Customer Portal Account. Activate the appropriate checkboxes, then click OK.
For more information on activating and registering Cumulus, see the Installation Guide.
FileSharing Info Settings
The FileSharing.Info file is used by Cumulus Servers to build:
It contains information on how a Windows, UNIX or Mac OS X asset reference should be converted to a corresponding UNIX or Mac OS X reference. The information stored in this file must be adapted to your Cumulus configuration.
Remote Admin provides a utility to ease the configuration of the FileSharing.Info­ file. The utility provides different tabs:
For the volumes from which assets are cataloged, you need to add entries for the FileSharing.Info that contain the required information.
NOTE: HELIOS EtherShare and HELIOS PCShare
If HELIOS EtherShare is installed on the machine that runs the Cumulus Server, you do not need to update the Macintosh section settings of the FileSharing.Info file manually; Cumulus does this automatically.
If you have also installed HELIOS PCShare, you do not need to update the Windows section settings manually. The HELIOS EtherShare and HELIOS PCShare tabs display the information that is provided to the FileSharing.Info­ by this software.
To add the information on the platform volume from which assets are cataloged, click the tab for the appropriate platform and click the Add button. A dialog opens that asks for the information needed to create the correct platform asset reference based upon the asset references already provided.
Volume Path – volume path of the share point in the notation of the platform (e.g. UNIX notation: /shares/volume)
Server Name – Name of the file server. This can be the IP address or the real server name (DNS-resolvable name).
Zone Name – AppleTalk zone name as it appears to Mac OS X clients (Mac OS X only)
Volume Name – Name of the volume on the file server
Encoding – The encoding for the Macintosh section definitions should always be set to UTF-8. The encoding for the Windows section definitions should always be set to WinLatin1.
Make sure you enter the server names and volume names (case sensitive) exactly as they are displayed for the appropriate platform in an Asset Reference field of the Cumulus Information window/view. This field also shows what you should enter as server name (the IP address or the real server name). The volume names entered must match exactly the names of the volumes themselves. (Note that spaces must not be escaped by quotes.) Make sure you don’t enter a UNIX server name.
After the FileSharing.Info is edited, the records must be updated to get valid entries for the missing platform asset references. Use a Cumulus Client (Mac or Windows) to update the records (Metadata > Update Records > Update now). Use an Asset Handling Set that has the File System AssetStore for the missing platform asset references activated. After doing so, the Asset Reference field in the Information window/view will show the following UNIX path for a cataloged asset:
//MyServer/MySharedVolume/MyFolderStructure/MyAsset
Without correct FileSharing.Info entries, a UNIX reference would look something like this:
MyServer:/home/LoginName/MySharedVolume/MyFolderStructure/MyAsset
This is a non existing path and Cumulus cannot resolve it.
 
The entries on the Cumulus FileSharing.Info Macintosh and Cumulus FileSharing.Info Windows tab of Remote Admin FileSharing.Info Settings window can be edited or deleted. To edit an entry, select the desired entry and click Edit. To delete an entry, select the desired entry and click Delete.
To save the changes you made in the Remote Admin FileSharing.Info Settings window, select Actions > Save.
Additional Notes
Best Guess
If the Unix File System AssetStore is activated, during cataloging, the Cumulus Client tries to create a corresponding UNIX asset reference and sends a request to the Cumulus Server. Using the
FileSharing.Info file, the Cumulus Server answers this request. If a UNIX asset reference could be created, it is stored with the cataloged asset. If the Cumulus Server cannot create a UNIX asset reference, it stores instead a “best guess” reference such as: /usr/home/images/picture.jpg.
Cumulus Internet Solutions and Local Access
If you run Cumulus Web Client or Sites on a computer other than your Cumulus Server, you might need a configured
FileSharing.Info file on the computer running the Cumulus Internet Solution. The FileSharing.Info file is needed in case the Cumulus Internet Solution accesses assets that were cataloged locally from the same computer the Cumulus Internet Solution is running on. In this special case, a properly configured FileSharing.Info file must be copied to the etc (UNIX) or conf (Windows) subfolder of the installation folder of the Cumulus Internet Solution.
If you use a Cumulus Java Classes installation different from the one in the Cumulus Internet Solution installation folder, the configured FileSharing.Info file must be copied to the etc (UNIX) or conf (Windows) subfolder of that Cumulus Java Classes installation folder.
Applications based on Cumulus Java Classes
If you use an additional application with your Cumulus installation, and this application is running under UNIX or Mac OS X on a computer other than your Cumulus Server, you might need a
FileSharing.Info file on this computer. In this case the configured FileSharing.Info file must be copied to the etc (UNIX) or conf (Windows) subfolder of the Cumulus Java Classes installation folder used by the application.
Report Manager
Cumulus can generate reports based on catalog statistics (number of previews, print outs, mail to, etc.) and reports based on Cumulus Server activity, such as successful and failed search results, client connection rates, and more.
Optional feature! May not be available with your Cumulus configuration.
The Report Manager enables you to configure reports customized to your needs. The created reports can be exported. For example, reports can help you “fine-tune” your metadata values, because you can see exactly what users are searching for. When a search fails, now you can see the term used. Reporting helps you ensure your system is tuned to perfection and that you’re getting the most out of it.
Requirements
Generating usage evaluation reports is based on the record field Asset Usage History. This field has to be added to each catalog where you want to track usage. Once added you configure it and mark the activities you want to be tracked in the catalog.
TIP: Asset Usage History Field
The asset usage tracked by this field can also be viewed in the Client application. Divide the Record pane with a sup-pane and select the Asset Usage History filter.
Generating time related reports (search term and licensing reports) is based on a special Cumulus catalog. Its catalog name is $Statistics­ and its catalog file name is Statistics.­ccf. This manual refers to it as the Statistics catalog.
The Statistics catalog has to be managed by your Cumulus Server, meaning it has to be included in the Catalog Access list. It must not be shared nor published to the Internet.
It is possible to open the Statistics catalog with a Cumulus Client, but this is not recommended. There is only one reason to open the Statistics catalog with a Cumulus Client: If you want to have more fields than the default configuration offers, you can add record fields to the Statistics catalog.
Working with the Report Manager
PRECONDITIONS: To use the functions of the Report Manager you must have the appropriate Report permissions for the Cumulus Server: Create, modify, delete reports. (Server Permissions > Report Permissions)
To generate a report you create a report configuration and then use it to generate a report on demand.
Once you have created a report configuration, it is saved and listed under Configured Reports. To generate a report you select its entry and click the Generate Now button.
Configuring Reports
Reports are easy to configure. You can select from different report types:
The options available for the report configuration depend on the selected report type.
Usage Reports
Remember that all usage reports require a configured Asset Usage History record field in the catalog tracked. Only usage types activated in the fields properties can be tracked and used for reports.
Top Successful Search Terms
Search terms of queries that had a result. The report contains the frequency as well as the search term that the user entered sorted by the frequency. Note that only textual search operations are taken into account (e.g. in string or string list fields.)
Top Unsuccessful Search Terms
Search terms of queries that led to no results. The report contains the frequency as well as the search term that the user entered sorted by the frequency. Note that only textual search operations are taken into account (e.g. in string or string list fields.)
Top Asset Usage
Select the asset usage kind that should be reported (e.g. “Download”). The report shows the names of the assets that were used and the usage type, sorted by usage frequency.
The results are displayed in a table that can be sorted by number of occurrence, date, etc. The table contents can be saved into a tab-separated text file to be imported into Microsoft Excel for evaluation and presentation.
Top File Formats
This report shows the number of assets and the total asset data size per file format for each selected catalog. The purpose is to get an overview of how many assets of each format the catalogs contain and how much disk space they are occupying.
Under Asset Usages you will find all usage history options – even those currently not activated for the corresponding catalog. This enables you to generate reports even for usages that are no longer tracked in the catalog. However, make sure that for a report you only activate asset usages for such usages the corresponding catalog can provide tracked data for.
Time Related Reports
Remember that time related reports require the Statistics catalog.
Assets Added
Depending on the time period the list contains assets that were added to the selected catalogs.
Checkouts
This report lists all combinations of user + asset along with the number of checkouts and checkout times during the given date range.
Number of Searches
Depending on the time period, the list contains the number of queries being performed. The interval is either minute, hour, day or month depending on the length of the period.
Number of Asset Usages
Depending on the time period, the list contains the number of asset usages (e.g. “Download” and “E-Mail”). The interval is either minute, hour, day or month depending on the length of the period.
Client License Usage
Depending on the time period the list contains the number of users logged on as well as the number of licenses being used. The interval is either minute, hour, day or month depending on the length of the period.
The results can be displayed either in a table or in a graph. They can be saved into a tab-separated text file to be opened by MS Excel or in a graphics file (e.g. PNG).
Generic Asset Query
This type of report returns a list of assets that match the given date range and also an optional server-side query. You can select the date field for the range and also sort the result by a given field.
Generating Reports
To generate a report you select its entry and click the Generate Now button.
The generated reports can include text tables and images, which can be exported for use and analysis in spreadsheets, presentations and other programs. The Save As button lets you save the reports in formats that can be imported by other applications.
TIP:  
The Cumulus Scheduler can run your configured reports at times you define. For more information see “Generating Reports"
Editing or Removing Report Configurations
To edit or remove report configurations select the report’s entry and then click the appropriate button.
Scheduler Manager
The Cumulus Scheduler enables you to define and schedule tasks to be automatically performed by Cumulus. It will save you time and increase your productivity by automating frequent tasks. The Scheduler enables you to run time consuming functions during off-peak hours, and also enables you to automate routine tasks. In combination with the Cumulus Trigger feature, the Cumulus Scheduler makes a powerful tool to automate business processes and save wasted resources.
The Cumulus Scheduler consists of the Scheduler Manager and the Scheduler Server Application. The Scheduler Server Application be installed separately (on the computer that you want to perform the tasks; for details see the Installation Guide.) The Scheduler Manager lets you set up tasks that are to be performed by the Scheduler Server Application.
Setting Up a Scheduler Task
The set up for a Scheduler task includes:
The Scheduler Actions are selected from a list and can be configured. The Scheduler Actions available depend on the Cumulus Server you are connected to. Available actions are stored in a special folder.
How to install and configure the Scheduler Server Application is described in the Installation Guide.
The Scheduler Manager utility is included in the Cumulus Server Console. To work with the Scheduler Manager, a user /role must have the appropriate Scheduler Task Permissions (part of the Server Permissions of the respective user/role).
To set up a Scheduler Task with the Scheduler Manager:
 
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Select the File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
Select Scheduler Manager. A window opens that lists all Scheduler­ Tasks.
4.
To set up a new task, click the Create button. This dialog opens
5.
Select the Scheduler Action you want to be performed.
If the selected action can be configured, the
Configure button is activated and you can configure the action to your needs. (For more information see “Provided Scheduler Actions".)
6.
Determine ’where’ the action is to be performed. Click Add to choose the catalogs. The list of catalogs is displayed that are managed by the Cumulus Server you are connected to. Select the desired catalogs in the list and click OK.
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NOTE: Notifications are sent only if the Notification option is activated in the Mail Manager. Also check there whether the email address of the intended recipient is included.
9.
Click OK to save your settings. Your new Scheduler Task is added to the list.
10.
To activate the task, click the Activate button. – On activated tasks, the button changes to Deactivate.
All activated tasks are performed by the Scheduler Server Application at the time defined in the task. You need only make sure that the Scheduler Server Application is running and that the computer running it is online and can access the Cumulus Server.
From time to time you should check the status of the tasks, as it cannot be granted that they could be executed.
Use the Run Now button to execute any Scheduler task immediately. This is very handy when testing, when you don’t want a task to run at intervals, or when you need a task to run just once.
Provided Scheduler Actions
Most of the Scheduler actions that Cumulus provides are the basis for powerful workflow possibilities.
Note that some of the provided actions belong to optional features which may not be available with your Cumulus configuration.
Autocatalog Assets
You can configure the Cumulus Scheduler to autocatalog assets from any location on your network, at any interval you need. There’s no need to leave a Cumulus Client application running, because the Cumulus Scheduler will handle it all. More so than drop-folder cataloging, this capability can serve as a basis for interfacing Cumulus with other systems that produce documents, such as invoicing systems or software that produces on-demand PDFs (or other formats). Within minutes of those files being produced, they can be safely cataloged into Cumulus and available to you from anywhere.
This Cumulus Scheduler action also provides an email cataloging technology. Cumulus can check a standard POP3 email account and retrieve and catalog any email it finds. Email text is extracted into an asset record, and all attachments are cataloged and linked to the email record.
Select the option to catalog emails from a POP3 account, enter the data of your POP3 Server and you can have emails cataloged automatically.
NOTE: Autocataloging emails from a POP3 account only works if the respective catalog is set up to use a Central Asset Location (Edit > Preferences > Catalog Settings > General > Use Central Asset Location).
Copy, Move or Delete Assets
This action moves assets to archive locations, or deletes temporary or obsolete assets – all automatically, all based on metadata values. It even enables you to use Cumulus as the distribution system that moves files created by other systems to the locations you need.
You can define metadata values in your catalogs that direct the Cumulus Scheduler to copy, move or even delete assets.
Export Records
This action exports records found by a query to an xml file.
You can select which metadata fields shall be exported from the found records, as well a s a Metadata Template to be applied before the export. You can also choose whether the resulting file is to be compressed or whether an XSL transformation is to be applied.
Generate Usage and Statistic Report
Cumulus reports can be scheduled to occur at intervals you define, ensuring their contents are up to date and accurate. You can determine which reports you want run, choose when you want them run, and choose the catalogs to report on. You can also choose the output format and the destination for the output. The options available for the output format depend on the report type employed.
Select one of the reports you defined with the Report Manager and then have the Scheduler generate it at times you define for this Scheduler task.
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You can use the Scheduler’s autocataloging to automatically catalog each new report back into Cumulus.
Set Manager
The Set Manager enables you to export and import shared Cumulus items such as View and Asset Handling Sets as well as Templates, Actions, Collections and Queries. You can select the items before the Import/Export process is started. Another function enables you to unload all individual sets of all disconnected users in order to force a refresh when the users connect to the Cumulus Server again. This function lets the Cumulus Client application reload the individual sets of a user.
To use the Set Manager you need to be Cumulus Administrator.
To import or export Cumulus items (shortly called: sets) with the Set Manager:
 
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Select the File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
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