feat: add scheduled sync system with admin UI
Implements comprehensive scheduled sync system using node-cron with full admin interface for configuration and monitoring. Features: - Configurable sync schedules with cron expressions - Enable/disable schedules without deletion - Manual trigger for testing - Status monitoring (last run, next run, success/failure) - Error tracking and display - Incremental and full sync support - Multiple concurrent schedules - Admin UI with schedule management Components: 1. Sync Scheduler Service (lib/services/sync-scheduler.ts) - node-cron integration for scheduling - Database-backed schedule configuration - Automatic initialization on startup - Prevents concurrent runs of same schedule - Calculates next run times - Tracks execution status and errors 2. Database Schema (sync_schedules table) - Schedule configuration storage - Execution history tracking - Last run status and errors - Next run calculation 3. API Endpoints - GET /api/sync/schedules - List all schedules - POST /api/sync/schedules - Create schedule - GET /api/sync/schedules/[id] - Get schedule - PATCH /api/sync/schedules/[id] - Update schedule - DELETE /api/sync/schedules/[id] - Delete schedule - POST /api/sync/schedules/[id]/trigger - Manual trigger 4. Admin UI (components/admin/SyncScheduler.tsx) - View all schedules with status - Create/edit/delete schedules - Enable/disable toggle - Manual trigger button - Cron expression presets - Real-time status updates - Error message display - Next run countdown 5. Default Schedules (created on first startup, disabled) - Daily Incremental: 2 AM daily (0 2 * * *) - Weekly Full: 3 AM Sunday (0 3 * * 0) Admin Interface: - New 'Schedules' tab in sync page - Schedule cards with status badges - Enable/disable with play/pause button - Manual trigger with clock button - Edit dialog with cron presets - Create dialog for new schedules - Real-time status (running, next run, last run) - Success/failure indicators - Error message alerts Cron Features: - Full cron expression support - Validation before saving - Common presets (daily, weekly, hourly) - Next run time calculation - Automatic schedule restart on config change Monitoring: - Last run timestamp - Next run countdown (e.g., 'in 2h 15m') - Success/failure status with icons - Error messages for failed syncs - Running indicator (animated badge) - Schedule validity check Dependencies: - node-cron: ^3.0.3 - @types/node-cron: ^3.0.11 UI Components: - Alert component added (components/ui/alert.tsx) - Integrated into sync page tabs - Responsive design Documentation: - Complete guide (docs/SCHEDULED_SYNCS.md) - Cron expression reference - Best practices - Troubleshooting guide - API reference - Database schema Use Cases: 1. Daily incremental sync for recent changes 2. Weekly full sync for data integrity 3. Custom schedules for specific needs 4. Off-peak hour automation 5. Backup for webhook failures Benefits: - No manual intervention required - Consistent data freshness - Flexible scheduling - Easy monitoring - Error tracking - Manual override available Next Steps: 1. Restart application to initialize scheduler 2. Navigate to Admin → Sync → Schedules tab 3. Enable default schedules or create custom ones 4. Monitor first runs for success 5. Adjust schedules as needed Files Added/Modified: - lib/services/sync-scheduler.ts (new) - app/api/sync/schedules/route.ts (new) - app/api/sync/schedules/[id]/route.ts (new) - app/api/sync/schedules/[id]/trigger/route.ts (new) - components/admin/SyncScheduler.tsx (new) - components/ui/alert.tsx (new) - app/admin/sync/page.tsx (modified - added Schedules tab) - docs/SCHEDULED_SYNCS.md (new) - package.json (node-cron added)
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docs/SCHEDULED_SYNCS.md
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docs/SCHEDULED_SYNCS.md
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# Scheduled Syncs Guide
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## Overview
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Pulse supports automatic scheduled syncs using node-cron. This allows you to configure daily, weekly, or custom sync schedules without manual intervention.
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---
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## Features
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- ✅ **Configurable Schedules** - Create multiple sync schedules with different frequencies
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- ✅ **Cron Expressions** - Full cron syntax support for flexible scheduling
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- ✅ **Admin UI** - Manage schedules through the web interface
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- ✅ **Enable/Disable** - Toggle schedules on/off without deleting them
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- ✅ **Manual Trigger** - Run any schedule immediately for testing
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- ✅ **Status Monitoring** - View last run, next run, and success/failure status
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- ✅ **Error Tracking** - See error messages for failed syncs
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- ✅ **Incremental or Full** - Choose sync type per schedule
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---
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## Default Schedules
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Two default schedules are created on first startup (disabled by default):
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### **1. Daily Incremental Sync**
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- **Schedule:** Every day at 2 AM (`0 2 * * *`)
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- **Type:** Incremental (last 24 hours)
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- **Purpose:** Keep data up-to-date with daily changes
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- **Status:** Disabled (enable via UI)
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### **2. Weekly Full Sync**
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- **Schedule:** Every Sunday at 3 AM (`0 3 * * 0`)
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- **Type:** Full (2 years back)
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- **Purpose:** Ensure data integrity with complete sync
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- **Status:** Disabled (enable via UI)
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---
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## Managing Schedules
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### **Via Admin UI**
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1. **Navigate to Sync Page**
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- Go to Admin → Sync
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- Click on "Schedules" tab
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2. **View Schedules**
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- See all configured schedules
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- Check status (enabled/disabled, running, last run, next run)
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- View error messages for failed syncs
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3. **Enable/Disable Schedule**
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- Click the Play/Pause button
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- Schedule starts/stops immediately
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4. **Manually Trigger Schedule**
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- Click the Clock button
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- Sync runs immediately (doesn't affect schedule)
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5. **Edit Schedule**
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- Click "Edit" button
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- Modify name, description, cron expression, sync type
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- Changes take effect immediately
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6. **Create New Schedule**
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- Click "New Schedule" button
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- Fill in details:
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- **ID:** Unique identifier (e.g., `hourly-incremental`)
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- **Name:** Display name (e.g., `Hourly Incremental Sync`)
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- **Description:** What this schedule does
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- **Sync Type:** Incremental or Full
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- **Cron Expression:** When to run (use presets or custom)
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- **Enable:** Start immediately or leave disabled
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7. **Delete Schedule**
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- Click Trash button
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- Confirm deletion
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- Schedule is permanently removed
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### **Via API**
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**Get All Schedules:**
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```bash
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curl http://localhost:3100/api/sync/schedules
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```
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**Get Specific Schedule:**
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```bash
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curl http://localhost:3100/api/sync/schedules/daily-incremental
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```
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**Create Schedule:**
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```bash
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curl -X POST http://localhost:3100/api/sync/schedules \
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-H "Content-Type: application/json" \
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-d '{
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"id": "hourly-tickets",
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"name": "Hourly Ticket Sync",
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"description": "Sync tickets every hour",
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"cron_expression": "0 * * * *",
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"sync_type": "incremental",
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"is_enabled": true
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}'
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```
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**Update Schedule:**
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```bash
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curl -X PATCH http://localhost:3100/api/sync/schedules/daily-incremental \
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-H "Content-Type: application/json" \
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-d '{
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"is_enabled": true,
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"cron_expression": "0 3 * * *"
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}'
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```
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**Delete Schedule:**
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```bash
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curl -X DELETE http://localhost:3100/api/sync/schedules/hourly-tickets
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```
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**Trigger Schedule Manually:**
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```bash
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curl -X POST http://localhost:3100/api/sync/schedules/daily-incremental/trigger
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```
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---
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## Cron Expression Guide
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Cron format: `minute hour day month weekday`
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### **Common Patterns**
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| Expression | Description |
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|------------|-------------|
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| `0 2 * * *` | Every day at 2 AM |
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| `0 3 * * 0` | Every Sunday at 3 AM |
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| `0 */6 * * *` | Every 6 hours |
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| `0 0 1 * *` | First day of every month at midnight |
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| `30 4 * * 1-5` | 4:30 AM on weekdays |
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| `0 */2 * * *` | Every 2 hours |
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| `15 14 1 * *` | 2:15 PM on the first of every month |
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### **Field Values**
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- **Minute:** 0-59
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- **Hour:** 0-23 (0 = midnight, 12 = noon)
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- **Day:** 1-31
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- **Month:** 1-12
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- **Weekday:** 0-7 (0 or 7 = Sunday)
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### **Special Characters**
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- `*` - Any value
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- `,` - List (e.g., `1,15` = 1st and 15th)
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- `-` - Range (e.g., `1-5` = Monday through Friday)
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- `/` - Step (e.g., `*/2` = every 2 units)
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### **Examples**
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```
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0 2 * * * # 2:00 AM every day
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0 3 * * 0 # 3:00 AM every Sunday
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0 */4 * * * # Every 4 hours
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30 9 * * 1-5 # 9:30 AM on weekdays
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0 0 1,15 * * # Midnight on 1st and 15th
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```
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---
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## Recommended Schedules
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### **Small Organization (< 100 tickets/day)**
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```
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Daily Incremental: 0 2 * * * (2 AM daily)
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Weekly Full: 0 3 * * 0 (3 AM Sunday)
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```
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### **Medium Organization (100-500 tickets/day)**
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```
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Incremental: 0 */6 * * * (Every 6 hours)
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Weekly Full: 0 3 * * 0 (3 AM Sunday)
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```
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### **Large Organization (> 500 tickets/day)**
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```
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Incremental: 0 */2 * * * (Every 2 hours)
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Daily Full: 0 3 * * * (3 AM daily)
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```
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### **With Webhooks**
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If using webhooks for real-time updates:
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```
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Daily Incremental: 0 2 * * * (Backup for missed webhooks)
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Weekly Full: 0 3 * * 0 (Data integrity check)
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```
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---
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## Best Practices
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### **1. Stagger Schedules**
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Don't run multiple syncs at the same time:
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```
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Daily Incremental: 0 2 * * * (2 AM)
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Weekly Full: 0 3 * * 0 (3 AM Sunday)
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```
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### **2. Off-Peak Hours**
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Schedule syncs during low-usage periods:
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- ✅ 2-4 AM (recommended)
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- ✅ Late evening (10 PM - midnight)
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- ❌ Business hours (9 AM - 5 PM)
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### **3. Start Disabled**
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Create new schedules disabled, test manually first:
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```json
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{
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"is_enabled": false
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}
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```
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Then enable after verifying it works.
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### **4. Monitor First Runs**
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After enabling a schedule:
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1. Wait for first scheduled run
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2. Check sync history for success
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3. Review any error messages
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4. Adjust schedule if needed
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### **5. Incremental + Full Strategy**
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Combine both for best results:
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- **Incremental:** Daily or more frequent (fast, recent changes)
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- **Full:** Weekly or monthly (slow, ensures data integrity)
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### **6. Test with Manual Trigger**
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Before enabling a schedule:
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1. Create schedule (disabled)
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2. Click "Trigger" button to run manually
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3. Verify sync completes successfully
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4. Enable schedule
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---
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## Monitoring
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### **Schedule Status**
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Each schedule shows:
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- **Enabled/Disabled** - Current state
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- **Running** - Currently executing (animated badge)
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- **Next Run** - When it will run next (e.g., "in 2h 15m")
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- **Last Run** - When it last executed
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- **Last Status** - Success ✓ or Failed ✗
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- **Error Message** - Details if failed
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### **Check Logs**
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View application logs for scheduler activity:
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```bash
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# Docker logs
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docker logs pulse-app | grep SCHEDULER
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# Recent scheduler events
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docker logs pulse-app --tail 100 | grep SCHEDULER
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```
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### **Database Queries**
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```sql
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-- View all schedules
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SELECT * FROM sync_schedules ORDER BY id;
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-- View enabled schedules
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SELECT id, name, cron_expression, next_run
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FROM sync_schedules
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WHERE is_enabled = true;
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-- View failed schedules
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SELECT id, name, last_run, last_error
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FROM sync_schedules
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WHERE last_status = 'failed';
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-- View schedule history
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SELECT
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s.name,
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s.last_run,
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s.last_status,
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h.records_added,
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h.records_updated
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FROM sync_schedules s
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LEFT JOIN sync_history h ON h.started_at = s.last_run
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WHERE s.last_run IS NOT NULL
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ORDER BY s.last_run DESC;
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```
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---
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## Troubleshooting
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### **Schedule Not Running**
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**Check 1: Is it enabled?**
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- Look for "Enabled" badge
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- If disabled, click Play button
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**Check 2: Is cron expression valid?**
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- Look for "Invalid Cron" badge
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- Edit schedule and fix expression
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**Check 3: Check next run time**
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- Ensure next run is in the future
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- If "Calculating...", wait a moment and refresh
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**Check 4: Application running?**
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- Scheduler only works when app is running
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- Check `docker ps` or process status
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**Check 5: Check logs**
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```bash
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docker logs pulse-app | grep "SCHEDULER.*daily-incremental"
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```
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### **Schedule Failing**
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**Check Error Message:**
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- View in UI under schedule card
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- Shows last error from failed sync
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**Common Errors:**
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1. **"A sync operation is already in progress"**
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- Another sync is running
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- Wait for it to complete
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- Consider adjusting schedule times
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2. **"Failed to connect to Autotask API"**
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- Check API credentials
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- Verify network connectivity
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- Check Autotask API status
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3. **"Database connection error"**
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- Check PostgreSQL is running
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- Verify database credentials
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- Check disk space
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**View Sync History:**
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- Go to "Sync History" tab
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- Filter by entity type
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- Check error details
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### **Schedule Running Too Long**
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If a sync takes longer than expected:
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1. **Check current sync status:**
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```bash
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curl http://localhost:3100/api/sync/status
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```
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2. **Review sync history:**
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- Look at duration of previous syncs
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- Identify slow entities
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3. **Consider splitting:**
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- Create separate schedules for slow entities
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- Run them at different times
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### **Missed Schedules**
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If application was down during scheduled time:
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- Schedule will NOT run retroactively
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- Next run will be at next scheduled time
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- Consider manual trigger if data is critical
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---
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## Database Schema
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### **sync_schedules Table**
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```sql
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CREATE TABLE sync_schedules (
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id VARCHAR(50) PRIMARY KEY,
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name VARCHAR(100) NOT NULL,
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description TEXT,
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cron_expression VARCHAR(50) NOT NULL,
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sync_type VARCHAR(20) NOT NULL, -- 'incremental' or 'full'
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years_back INTEGER DEFAULT 2,
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is_enabled BOOLEAN NOT NULL DEFAULT true,
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last_run TIMESTAMP,
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next_run TIMESTAMP,
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last_status VARCHAR(20), -- 'success' or 'failed'
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last_error TEXT,
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created_at TIMESTAMP NOT NULL DEFAULT NOW(),
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updated_at TIMESTAMP NOT NULL DEFAULT NOW()
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);
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```
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---
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## Advanced Configuration
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### **Environment Variables**
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Currently, schedules are managed via database and UI. Future versions may support:
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```env
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# Example (not yet implemented)
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ENABLE_SCHEDULED_SYNC=true
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DEFAULT_INCREMENTAL_CRON=0 2 * * *
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DEFAULT_FULL_CRON=0 3 * * 0
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```
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### **Custom Schedules**
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Create specialized schedules for specific needs:
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**High-Priority Entities:**
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```json
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{
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"id": "hourly-tickets",
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"name": "Hourly Ticket Sync",
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"cron_expression": "0 * * * *",
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"sync_type": "incremental"
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}
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```
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**Monthly Reports:**
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```json
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{
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"id": "monthly-full",
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"name": "Monthly Full Sync",
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"cron_expression": "0 4 1 * *",
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"sync_type": "full",
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"years_back": 5
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}
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```
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**Business Hours Only:**
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```json
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{
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"id": "business-hours",
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"name": "Business Hours Sync",
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"cron_expression": "0 9-17 * * 1-5",
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"sync_type": "incremental"
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}
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```
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---
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## Performance Considerations
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|
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### **Concurrent Syncs**
|
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|
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- Scheduler prevents concurrent runs of the SAME schedule
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- Different schedules CAN run concurrently
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- Sync service prevents multiple syncs system-wide
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### **Resource Usage**
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**During Sync:**
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- CPU: Moderate (data processing)
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- Memory: Moderate (batch processing)
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- Network: High (API calls)
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- Database: Moderate (bulk inserts)
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**Recommendations:**
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- Schedule during off-peak hours
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- Monitor server resources
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- Adjust frequency based on load
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|
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### **API Rate Limits**
|
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|
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Autotask has rate limits:
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- Be mindful of sync frequency
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- Incremental syncs use fewer API calls
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- Full syncs can hit rate limits on large datasets
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---
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## Migration from Manual Syncs
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### **Step 1: Document Current Process**
|
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- How often do you sync manually?
|
||||
- Which entities do you sync?
|
||||
- What time of day?
|
||||
|
||||
### **Step 2: Create Equivalent Schedules**
|
||||
- Daily manual sync → Daily incremental schedule
|
||||
- Weekly manual sync → Weekly full schedule
|
||||
|
||||
### **Step 3: Test Schedules**
|
||||
- Create schedules (disabled)
|
||||
- Trigger manually to test
|
||||
- Verify results in sync history
|
||||
|
||||
### **Step 4: Enable Gradually**
|
||||
- Enable one schedule at a time
|
||||
- Monitor for 1 week
|
||||
- Adjust as needed
|
||||
|
||||
### **Step 5: Stop Manual Syncs**
|
||||
- Once confident in automated syncs
|
||||
- Keep manual option for emergencies
|
||||
|
||||
---
|
||||
|
||||
## Security
|
||||
|
||||
### **Access Control**
|
||||
|
||||
Currently, schedule management requires:
|
||||
- Access to admin interface
|
||||
- No authentication implemented yet
|
||||
|
||||
**Future considerations:**
|
||||
- Role-based access control
|
||||
- Audit logging for schedule changes
|
||||
- API key authentication
|
||||
|
||||
### **Schedule Validation**
|
||||
|
||||
- Cron expressions validated before saving
|
||||
- Invalid expressions rejected
|
||||
- Prevents malicious or broken schedules
|
||||
|
||||
---
|
||||
|
||||
## Backup and Recovery
|
||||
|
||||
### **Backup Schedules**
|
||||
|
||||
Export schedule configuration:
|
||||
|
||||
```sql
|
||||
-- Export schedules
|
||||
COPY (
|
||||
SELECT id, name, description, cron_expression, sync_type, years_back, is_enabled
|
||||
FROM sync_schedules
|
||||
) TO '/tmp/schedules_backup.csv' CSV HEADER;
|
||||
```
|
||||
|
||||
### **Restore Schedules**
|
||||
|
||||
Import schedule configuration:
|
||||
|
||||
```sql
|
||||
-- Import schedules
|
||||
COPY sync_schedules (id, name, description, cron_expression, sync_type, years_back, is_enabled)
|
||||
FROM '/tmp/schedules_backup.csv' CSV HEADER;
|
||||
```
|
||||
|
||||
Or use API to recreate schedules.
|
||||
|
||||
---
|
||||
|
||||
## FAQ
|
||||
|
||||
**Q: Can I have multiple schedules running at once?**
|
||||
A: Different schedules can run concurrently, but the sync service prevents multiple syncs system-wide. If one schedule is running, others will wait.
|
||||
|
||||
**Q: What happens if the app restarts during a scheduled sync?**
|
||||
A: The sync will be interrupted. The schedule will run again at the next scheduled time.
|
||||
|
||||
**Q: Can I change a schedule while it's running?**
|
||||
A: Yes, but changes won't affect the current run. They'll apply to the next scheduled run.
|
||||
|
||||
**Q: Do schedules run if the app is stopped?**
|
||||
A: No. Schedules only run when the application is running. Consider using systemd or Docker restart policies.
|
||||
|
||||
**Q: Can I schedule specific entities?**
|
||||
A: Not yet. Schedules sync all entities. This may be added in a future version.
|
||||
|
||||
**Q: What timezone are schedules in?**
|
||||
A: Schedules use the server's timezone. Check with `date` command on the server.
|
||||
|
||||
**Q: Can I get notifications when syncs fail?**
|
||||
A: Not yet. Check the UI or logs. Notifications may be added in a future version.
|
||||
|
||||
---
|
||||
|
||||
## Summary
|
||||
|
||||
**Scheduled syncs provide:**
|
||||
- ✅ Automatic data synchronization
|
||||
- ✅ Flexible scheduling with cron expressions
|
||||
- ✅ Easy management via admin UI
|
||||
- ✅ Status monitoring and error tracking
|
||||
- ✅ Manual trigger for testing
|
||||
- ✅ Multiple schedules for different needs
|
||||
|
||||
**Recommended setup:**
|
||||
1. Enable daily incremental sync (2 AM)
|
||||
2. Enable weekly full sync (Sunday 3 AM)
|
||||
3. Monitor for first week
|
||||
4. Adjust as needed based on your usage
|
||||
|
||||
**Best combined with:**
|
||||
- Webhooks for real-time updates
|
||||
- Manual syncs for immediate needs
|
||||
- Regular monitoring of sync history
|
||||
Loading…
Add table
Add a link
Reference in a new issue