Creating and scheduling runbooks

For partners subscribed to the current Enterprise plan.

To view and print client data collected in IT Glue as runbooks, follow these instructions. The runbooks feature was designed to give you the ability to create offline asset documentation for disaster recovery, compliance, reporting, and project/offboarding purposes. Runbooks can be scheduled to be automatically generated, as needed. 

Runbooks created with IT Glue consist of a single PDF that is divided into two sections: a core assets section and a flexible assets section. Everything is automatically generated and there is nothing to configure, except whether the runbook contains masked password values to protect private information. 

Note: If you prefer to deal with data in spreadsheets, we also make it easy to export to CSV.

Prerequisites

  • You must have Administrator access to IT Glue to access the runbooks feature.
  • You must have an account on the current Enterprise plan.

Instructions

Creating a runbook

  1. Go to Account > Runbooks

    Account_Sidebar_Runbooks.png

  2. Under Select Organizations, search for and select one or more organizations and sub-organizations, or, if needed, the All Organizations option can be used.

    Runbooks_Org_Search.png

  3. Below this input field, there is a Mask Passwords option. You may choose to leave this option on the default setting to redact passwords in the PDF, which means that instead of the password, there will be a series of asterisks. If you turn this option off, passwords will be displayed in human-readable form.

    Runbooks_Mask_Passwords.png

  4. Click the Submit button to start the job.
  5. Click the View Runbooks tab to see the job status. Each runbook starts as In Progress.

    Runbooks_View_Runbooks.png

  6. Once the runbook status shows Complete, click Download.

    Runbooks_Download.png

Clicking Download takes you to your downloads folder where you will find either a PDF or a ZIP file containing multiple PDFs depending on the requested data. 

Note that you'll also get an email to the email address in your profile when your runbook is ready for download. That means you don't have to wait on the same screen for the runbook to complete. Just click the link in the email and you'll be taken directly to where you can download the file.

Runbooks_Emails.png  

A few notes

  • While a job is in progress, no other job can be started.  
  • If you generate a single runbook, it will typically be ready to download in a very short time depending on the requested data and system load.
  • If you generate runbooks for multiple organizations, processing may take a while, so please be patient. Remember, we'll email you when it's ready. 
  • Once a runbook is available to download, you have 24 hours before it is deleted. After that time, you will need to create the data again.

Scheduling the automatic creation of a runbook

If you follow the instructions above, the runbook will run once (immediately), but there is also a scheduling option to generate a runbook at some future date and time. 

  1. Create a new runbook and click on the Schedule option, as shown in the screenshot below:

    Runbooks_Schedule.png

  2. A new scheduling dialog will appear. Select the date from the calendar and then set the time you want the runbook to start generating. By default, the date will be today's date and the time will be set a half hour or more in the future.

    Runbooks_Schedule_Pick_Date_and_Time.png

  3. Click Next Step to continue setting up your runbook and then click the Submit button when you're done.

Later on, when your runbook is ready to download, a notice will be emailed to the email address in your profile.

Adding a recurrence

If the same runbook will repeat on a regular schedule, you can add a recurrence instead of creating a runbook for each instance.

Example 1: Weekly runbook

To schedule a runbook that occurs every Tuesday from December 20, 2017 to the end of March 2018:

  1. From the Schedule dialog, check the Recurring checkbox. A dialog opens where you can set up a Weekly or Monthly recurrence. Note: Each option will present different fields.

    Runbooks_Schedule_Recurrence.png

  2. Select the Weekly radio button.
  3. Enter 1 in the Week(s) field.
  4. Select the Tue checkbox.
  5. In the End section, select the On radio button and then under it set the end date for the recurring runbook as the last day of March.
  6. Click Next Step to continue setting up your runbook and then click the Submit button when you're done.

    Runbooks_Weekly_Recurrence.png

Example 2: Monthly runbook

To schedule a runbook that occurs every 20th day of the month from December 20, 2017 to the end of March 2018:

  1. From the Schedule dialog, check the Recurring checkbox. A dialog opens where you can set up a Weekly or Monthly recurrence. Note: Each option will present different fields.

    Runbooks_Schedule_Recurrence.png

  2. Select the Monthly radio button.
  3. Enter 1 in the Month(s) field.
  4. Select the Day of month radio button. This defaults to the day the calendar is set to. For example, if the calendar is set to December 20th, then runbook will be generated on the 20th of every month.
  5. In the End section, select the On radio button and then under it set the end date for the recurring runbook as the last day of March.
  6. Click Next Step to continue setting up your runbook and then click the Submit button when you're done.

    Runbooks_Monthly_Recurrence.png

Managing your scheduled runbooks

Click the View Runbooks tab where you can view all your scheduled runbooks. You will be taken to a page that list all jobs. Any scheduled runbooks will be listed at the very bottom of this screen.

View_Runbooks.png

On the right hand side of every scheduled runbook, an Edit button is provided which lets you make changes in the runbook schedule.

Canceling a runbook

To cancel a job that has not yet finished processing, go to the View Runbooks tab. The current job will be listed first on this screen. Clicking the Cancel button next to it cancels the job. 

To cancel a scheduled runbook, go to the View Runbooks tab and scroll down to the Scheduled section. On the right hand side of every scheduled runbook, a Cancel button is provided, which will cancel any future runbooks that have not yet started.

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