Understand the batch job configuration
Batch job notifications depend primarily on four key settings:
Data Source: The data the batch job processes.
Window Field: The specific date field in the data source used for filtering.
Window Start: The earliest date within which data records are processed.
Window Finish: The latest date within which data records are processed.
When the batch job runs, it processes all unprocessed records where the Window Field date falls within the Window Start and Finish range.
Example:
Data Source: Employee.Appointment History
Window Field: End Date
Window Start: 1 week ago
Window Finish: 1 week from the run time
If the job runs on 15 January 2023 at 3 PM, the window covers 08-Jan-2023 15:00 to 22-Jan-2023 15:00. Only employees with Appointment End Dates in that range will trigger notifications.
Common cause: Late data entry
If the Window Field starts from “Today,” but HR adds a historic Appointment End Date retroactively, the batch job won’t process it because the date falls outside the current processing window.
We recommend to set the Window Start date sufficiently far back (e.g., 1 week ago) to allow for late or retroactive data entries.
Check the Data Source
For the batch job to process a record, the record must be returned by its Data Source query.
To verify:
In the Admin Tool, click Batch Jobs.
Open the relevant batch job processing notifications.
Click Change next to the Data Source field, then click OK and Data.
Search for the employee who missed the notification or had a delayed notification.
If the employee does not appear:
The data source criteria or table joins may be excluding them.
Test by copying the batch job SQL and running it as a data export, removing criteria one by one to see when the employee appears.
How to test
Copy SQL: Click Options > Copy SQL to clipboard in the batch job data source.
In the Admin Tool homepage, go to Import/Export Data > Create an export definition > select SelectHR database.
Paste SQL in the query window, remove criteria stepwise, and click Data until the employee appears.
If the employee is still missing after removing all criteria, the data source configuration likely excludes them due to missing data in linked tables. In this case, raise a case with support referencing this article.
Correct missing data
If removing a criterion brings the employee into the dataset, identify which field caused exclusion.
Example:
Criterion requires an end date, but the employee record has none.
Add the missing data on the website.
📌 Note: Adding missing data may not immediately trigger notifications if the date falls outside the current batch job window.
Audit data entry timing
Late addition of key dates to records can cause delayed or missed notifications because the batch job processes only records with dates inside the window.
To determine when a field (such as Appointment End Date or Career History Effective Date) was added or changed, perform an audit by following the steps below.
Log in to the SelectHR Administrator Tool.
Go to Import/Export Data > Create an export definition > select SelectPersist database.
Paste and modify the following SQL, replacing schema, table, and key number as needed:
SELECT
a.[Audit Number],
a.[Audit Date],
a.[Object Schema],
a.[Object Name],
a.[Key Number],
a.Action,
a.[Key Name],
af.[Field Name],
af.[Is Text],
af.[Was Text],
af.[Is Date],
af.[Was Date],
af.[Is Number],
af.[Was Number],
af.[Is Decimal],
af.[Was Decimal],
af.[Is Boolean],
af.[Was Boolean],
u.[User Number],
u.[Person Number],
u.[User Name]
FROM AUDIT a
INNER JOIN [AUDIT FIELDS] af
ON a.[Audit Number] = af.[AUDIT NUMBER]
LEFT JOIN SECURITY.USERS u
ON a.[User Number] = u.[USER NUMBER]
WHERE a.[Object Schema] = 'SCHEMANAME'
AND a.[Object Name] = 'TABLEorVIEWNAME'
AND a.[Key Number] = 'KEYNUMBER'
ORDER BY a.[Audit Date] DESC;Paste the SQL in the data export window (Options > Paste SQL from clipboard).
Click Data to view changes, who made them, and when.
Further assistance
Support can provide guidance on audits, but we recommend formal training via our consultancy team to fully understand audit processes.
To request support review or training, raise a new case online referencing this article title.