Daily System Administrator Tasks

This workflow example helps organize your sysadmin duties each day.
1) Click Run to see it in action
2) Click Edit to customize it
3) Set up integrations/Automations
4) Schedule it to run

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Record shift details

Clerical Tasks:

Check incident queue

Process first shift incidents

Process second shift incidents

Server Tasks:

Perform health review

Review volume usage

Check rule report emails

Check disk volumes

Resolve application issues

Resolve missing Volumes polling

Resolve missing Interfaces polling

Review Nodes reporting

Post summary to Slack

Record shift details

This is a task, one of the actionable steps in your workflow.

⬆️ When you edit a workflow, you can assign tasks to other users, give them a deadline to be completed by, pause the workflow run at this point, or change who can see this task by adjusting the permission settings ⬆️

Use the form fields below to identify who is on shift.

Clerical Tasks:

This is a heading, used to separate tasks into sections in your workflow.

Check incident queue

Navigate to our incident queue and make sure that there are no dire issues that still need working on. If there are, prioritize these during the next task.

Incident Queue Status

Process first shift incidents

During the first shift you need to be dedicated to solving issues in the incident queue.

This task contains subtasks that you can use to break complex tasks into smaller steps. Edit the workflow to add more rows (enter key) or delete rows (delete or backspace key).

1

Work on any Level 1 or 2 incidents yourself
2

Assign lower-level incidents to other Sysadmin staff

Incidents Processed First Shift

Process second shift incidents

During the second shift it's your jobs to take over and process all incidents (unless you require external help). Follow the instructions in the subtasks below to do so.

1

Process every level of incident yourselves
2

Reach out to the Primary Sysadmin if you need help with a level 1 or 2 incident

Incidents Processed Second Shift

Server Tasks:

Perform health review

⚡️ You could automate this step by setting up an integration with Slack to send your notes to a pre-determined channel.

1

Review server counters
2

Note any counters that are marked "critical"
3

Investigate and solve any issues
4

Record your findings in the form field below

Health Review Notes

Edit the workflow to see the snippet form field you could use in a Slack integration.

Review volume usage

Now you need to check the volume usage of the servers. You could use Nagios, Microsoft, ManageEngine or SolarWinds for this.

1

Check server volume usage
2

Check "Top Exchange Volumes" by "Disk Space Used"
3

If any of these are critical, use the file attached to this task to add space
4

If you need more help, ask the Engineering team to take a look

Volume Usage Notes

Check rule report emails

It's time to check the rule report emails for the servers.

1

Review the Rule Report email
2

Check a description of the rules
3

Review the Redirect, Forward, Mark, and Delete actions
4

Review customers with the Delete action
5

If customer is unavailable, lock the account and force change password (could be a hijacked account)
6

If suspected hijack, follow the instructions in the document below

Rule Report Emails Notes

Check disk volumes

This task, or the fields within it, will show or remain hidden due to Conditional Logic rules that have been set up in this workflow.

Edit the workflow and ↖️click the Conditional Logic button ↖️ to view or edit the rules.

Next you need to check the server disk volumes to make sure that there is at least 10% of disk space free.

Check for "Windows System Volumes Nearing Capacity" in the dashboard summary.

Does Disk Space Need Freeing Up?

1

Assess whether the files/folders can be deleted during scheduled work
2

Contact the server owner
3

Work with them to create a cleanup script
4

For other files, perform manual cleanup

Disk Volumes Notes

Resolve application issues

Use the Application Monitor to highlight any applications suffering from issues. Follow the subtask list below to resolve them.

1

Drill down in the Application Monitor to identify the issue
2

Check if the error lies within the warning threshold
3

Contact the application's owner to find out what the cause of the issue is
4

Resolve the issue with help from the application owner if necessary

Application Issues Notes

Resolve missing Volumes polling

Check to make sure that all volumes are being polled correctly. If they aren't, resolve the issue before moving on.

Missing Volumes Polling Notes

Resolve missing Interfaces polling

Check to make sure that all interfaces are being polled correctly. If they aren't, resolve the issue before moving on.

Missing Interfaces Polling Notes

Review Nodes reporting

Check the reporting of "Un-managed" and "Muted" Nodes. Check with the corresponding user whether the node needs to remain muted or not.

Once talking to the user, update the status of the server accordingly.

Nodes Reporting Notes

Post summary to Slack

⚡️ You could automate this step by setting up an integration with Slack to send a summary of your daily tasks to a pre-determined channel when this workflow run is complete.

Edit the workflow to see the snippet form field you could use in a Slack integration.

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