Scheduled Report Export

Contents

Overview

• System Administrators can schedule report export to run periodically (daily, weekly, monthly, quarterly, yearly).
• Scheduled report export can be configured to export a file to 1.) a SmartFolder/Configuration Folder, or 2.) a sub-directory of a SSH File Transfer Protocol (SFTP) server.

Configuration - Essentials

Scheduled Report Export is built using SmartSimple's integrated reporting subsystem. The settings for scheduled report export is available on the File Export tab of the Edit Reports page.

On the Edit Report page, go to Export on the left hand side menu, and then to the Scheduled Export tab.

The following settings are found from the Scheduled Export tab:

• Export Type - specify the type of export for the scheduled export

Options:

• File Export - export file based on settings from File Export tab
• Custom Export - export file based on settings from Custom Export tab

• Frequency - How often should the report be exported.

Options:

• Disabled
• Daily
• Weekly
• Monthly
• Quarterly
• Yearly
• On Demand - used when report is linked to an autoloader.

• At - specify time for the scheduled export
• Starting - specify the start date for the scheduled export
• Export File Name - file name of the file can be specified including stamp date. It is recommended to append a timestamp. To stamp the date, use [YYYY],[YY],[MM],[DD],[HH],[mm]. i.e. MyExportedReport_[YYYY]-[MM]-[DD].

Note that the file extension should not be included in this section i.e. PaymentDetails_[YYYY]-[MM]_[DD]   and NOT "PaymentDetails_[YYYY]-[MM]_[DD].csv"  The extension of the file should be specified in the a.) Export Format dropdown in the File Export tab  for standard File Export or b.) File Extension textbox in the Custom Export tab for custom export reports.

• Export to - select where you want to export the file to

Options:

• Configuration Folder - Select a Configuration Folder where you would like the file to be saved.
• SmartFolder - Select a SmartFolder where you would like the file to be saved.
• sftp
  • URL - enter the url of the sftp site i.e. 34.234.21.159 or my.sftp.com or my.sftp.com:2222Update Status After Export - status of the records will changed to the selected status after export.
  • Username - username to allow access to the sftp
  • Password - password to allow access to the sftp
  • Path - sftp folder location where the files will be pushed i.e. /in or /out or /Payments/inbound

Trigger Workflow After Export - workflow selected will be triggered to all records after export.

• Last Exported - date of the last export .

Example

• Export Every Monday of the week @ 0900
  • Choose a future date that falls on a Monday for the Start Date, Weekly for the Frequency and select the Time of Export dropdown list.
• Choose 15th (future date) for the Start Date and Monthly for the Frequency and select the Time of Export dropdown list.
  • Export Every 15th of the month

History Log

Available after March 2020 upgrade.
A new feature that shows history information tab. 

• # - item number
• File - filename of the exported file.
• File Size - file size of the exported file in kb.
• File Export - status of the exported file.
  • Success - the file was successfully exported
  • SFTP Failed - file was not exported to the sftp
  • Save to Folder Failed - file was not exported to the SmartFolder/Configuration Folder
  • Saved to Folder; SFTP Failed - file was exported to the SmartFolder/Configuration Folder but was not sent to the sftp
  • Save to Folder Failed; SFTP Failed - file was not exported to the sftp and to SmartFolder/Configuration Folder
  • Empty Report; No File Created - file was created w/o any records or no file was created
  • Saved to Folder Failed; SFTP Sent - file was exported to the sftp but was not sent to the SmartFolder/Configuration Folder
• Start Time - date and time the file was processed for export
• End Time - date and time the file export was completed
• Status - status of the scheduled report export
  • Started - when the file is being created
  • Completed - the file was exported
  • Failed - the file failed to be exported
  • Interrupted - the process was terminated i.e. GORT was terminated abruptly (someone restarted the server)
• Run By - name of the user who uploaded the file
• Error - displays error i.e. sftp error:#Error: Permission denied
• Process ID - unique identifier of the process

Troubleshooting

• This won't work for reports that have any criteria, or reports with any other variables that require a user session or user input - for instance, the setting that allows you to select a template from a SmartFolder before exporting. Reports violating these will either not be exported, or have no data when exported, or maybe some other unpredictable result.
• To reset/change the schedule, Disabled the Frequency then save it. This will delete the current setting configurations from the database. Then, enter new schedule settings and save.