Jobs | Admin Guide

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:

1. Go to Admin > Tools > Settings.
2. 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 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:

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:

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:

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

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