{"versionId":"595bbf51-b84c-46f5-5ec4-08de8b9ac8a7","articleId":"5fdeffee-7392-4995-8d03-08de8b9ac8a7","title":"Jobs | Admin Guide","tags":["System admin","All articles"],"content":"

1. Overview
2. Enabling jobs
3. Jobs page
4. Scheduled jobs\n
- What they are
- Where they are configured
- Viewing scheduled jobs
\n
5. Background job tracking\n
- What appears here
- Job statuses
- What users can view
- What users can do
- Filtering
\n
6. Admin monitoring view\n
- Admin job detail page
\n
7. What admins can and cannot do

1. Overview

Jobs in Theta Assist brings together 2 related functions in one place:

Scheduled jobs let assistant authors set prompts to run automatically on a recurring schedule, such as every Monday morning or every day at 9 am.
Background job tracking lets users check the progress and results of async tasks started during a conversation, such as batch processing.

Administrators also have a separate monitoring view where they can see jobs and schedules for all users and cancel any job that is still running.

2. Enabling jobs

To enable Jobs:

Go to Admin > Tools > Settings.
In Tool Settings, turn on Enable Jobs.

This setting enables scheduled operations and background jobs.

If Jobs is turned off:

Jobs does not appear in the main navigation.
Schedules does not appear in assistant configuration.
Batch processing built-in tools, such as async_start_process_* and async_start_code_generation, show an error if someone tries to use them.

Note: The admin monitoring page is still available to system administrators even when Jobs is turned off.

$\"Tool$

Tool Settings with Enable Jobs selected. Note: The screenshot may differ slightly from your version of Theta Assist.

3. Jobs page

Users access the Jobs page from the main navigation. The page has two tabs:

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n

Tab	What it shows
Jobs	Background tasks started from conversations, such as async or batch processing jobs
Scheduled	Recurring jobs set up on the user's assistants

The sections below explain each tab in more detail.

4. Scheduled jobs

What they are

A scheduled job is a recurring task attached to an assistant. At the scheduled time, Theta Assist sends the saved prompt to the assistant automatically, creates a thread, runs the assistant using its configured tools, and saves the result.

Typical uses include:

A weekly report that pulls data from connected systems and summarises it.
A daily briefing that checks email, calendar, or task lists.
A recurring data extraction or monitoring task.

Where they are configured

Scheduled jobs are created and managed on the assistant edit page, under the Schedules tab (visible when advanced options are enabled).

This is an assistant author capability. Any user who can edit an assistant can add or manage schedules for it.

Each schedule includes:

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n

Field	Description
Name	A label for the schedule, such as \"Weekly Sales Summary\"
Assistant	The assistant that will run the job
Schedule	A cron-based schedule with a visual builder, such as every Monday at 9am. Set it to Never to stop it running without deleting it
Time Zone	Set automatically from the author’s browser time zone when the schedule is created. This field is read-only
Initial Prompt	The prompt sent to the assistant each time the schedule runs

Viewing scheduled jobs

On the Scheduled tab of the Jobs page, users can see:

The schedule description
The last run time
The next scheduled run time
The assistant linked to the schedule

If a schedule is set not to run, its description appears as Never.

Expanding a row shows the time zone, raw cron expression, and initial prompt.

Users can also run a schedule immediately from this page. This starts a one-off run outside the normal schedule.

5. Background job tracking

What appears here

The Jobs tab shows background tasks started from conversations. These are usually async operations, such as batch processing jobs started with built-in tools.

Each job in the list shows key details, including:

The job name
Its status
When it was created
When it finished
Links to the related assistant and thread

The page refreshes automatically every 5 seconds while jobs are Pending or Running.

Job statuses

A job can have one of these statuses:

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n

Status	Meaning
Pending	The job has been created and is waiting to start
Running	The job is currently in progress
Completed	The job finished successfully
Failed	The job stopped because of an error
Cancelled	The job was cancelled before it finished

What users can view

Users can expand a job row to see more detail, including:

The job ID
The current progress message
Error details, if the job failed
Any child operations created by the job

Selecting View details opens the full job detail page. This includes timing information, the full result message, and, for batch processing jobs, a paginated table showing the status and result for each item.

What users can do

Users can:

Cancel jobs that are still Pending or Running
Delete jobs that have already finished

Filtering

Users can filter the jobs list by name and status, and choose how many items to show per page.

6. Admin monitoring view

System administrators can go to Admin > Monitoring > Jobs to monitor jobs and schedules across all users.

The admin view includes the same information as the user Jobs page, plus:

User email details
Extra filtering by user email
Access to full job details across the organisation
The ability to cancel running jobs

Admins can also view schedule settings, including the time zone, cron expression, and initial prompt.

Admin job detail page

Admins can open a full detail page for any job. This page includes:

Created, started, and completed times
Total run duration
The owner’s email address
Links to the related assistant and thread
The full result message
Exception details, if the job failed
For batch jobs, a table showing the status, result, and any error for each item
Any child operations created by the job

7. What admins can and cannot do

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n

Action	Admin	Notes
View all users' background jobs	Yes	Includes status, messages, exceptions
View all users' scheduled jobs	Yes	Includes prompt, timezone, cron expression
Filter by user email	Yes	Both jobs and schedules
Cancel any running or pending job	Yes	Confirmation prompt shows the owner's email
View full exception / error detail	Yes	Via admin job detail page
View batch item results for any job	Yes	Via admin job detail page
Delete a job	No	Users can only delete their own
Edit or delete a user's schedule	No	Only the schedule owner can modify it
Trigger a user's schedule manually	No	Only the schedule owner can run it
Modify a user's schedule configuration	No	Read-only for admins

The intent is that the admin view is for monitoring and triage — admins can observe and intervene (cancel) but cannot modify user-owned configuration.

","description":"Jobs lets Theta Assist run tasks in the background or on a schedule. This guide explains how to enable Jobs, how scheduled and background jobs work, and what administrators can monitor.\n","isMarkdown":false,"publishedOnUtc":"2026-03-30T02:00:28.5056262","modifiedOnUtc":"2026-03-27T02:46:12.1100291"}

Table of Contents