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→Configuration - Essentials
=Overview=
* [[System Administrator]]s 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 [[SmartFolders_Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_-_Advanced|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 [[Reports|integrated reporting subsystem]]. The settings for ''scheduled report export'' is available on the '''File Export''' tab of the Edit Reports page.
[[File:ScheduledExport.PNG|800px]]
'''
The following settings are found from the <strong>Scheduled Export''' tab:</strong>
* '''Export Type''' - specify the type of export for the scheduled export
: ''Options:''
:* File Export - export file based on settings from [[Exporting_Reports|'''File Export''']] tab
:* Custom Export - export file based on settings from [[Custom_Export|'''Custom Export''']]tab
* '''Frequency''' - How often should the report be exported.
* '''At''' - specify time for the scheduled export
* '''Starting''' - specify the start date for the scheduled export
* '''Export toFile Name''' - select where you want to export file name of the file can be specified including stamp date. It is recommended toappend a timestamp. To stamp the date, use [YYYY],[YY],[MM],[DD],[HH],[mm]. i.e. MyExportedReport_[YYYY]-[MM]-[DD].
: ''Options:'':* '''Configuration Folder''' - Select a Configuration Folder where you would like the file to be saved.:* '''SmartFolder''' - Select a [[SmartFolders_Overview|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:2222'''Update 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.:* '''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 [[Exporting_Reports|'''File Export''']] tab for standard File Export or b.) ''File Extension'' textbox in the [[Custom_Export|'''Custom Export''']] tab for custom export reports.<span style="color:* '''Last Exported''' - date of #ff0000;">Settings below are available after the last export March 2020 upgrade.</span>
* '''Export to Folder''' - the file can be exported to
** '''Folder Type''' - select a folder type where the file will be exported to.
*** '''Configuration Folder'''
*** '''SmartFolder'''
** '''Folder''' - - select the subfolder where you would like the file to be saved.
* '''Export to sftp'''
** '''Integration Key''' - select an existing integration key from the [[Integration Key Management]] from the dropdown list or click the "+" icon to create a new integration key.
** '''Path''' - sftp folder location where the files will be pushed i.e. /in or /out or /Payments/inbound
* '''Process On Every Record After Export'''
** '''Update Status''' - updates the status of every record in the report to the selected status from the drop down list. Note that a status change will trigger any workflows associated with the status being changed to. workflows will be triggered with this change of the status
** '''Trigger Workflow''' - workflow selected will be triggered to all records after export.
Note that '''Update Status''' will be processed first before '''Trigger Workflow''' is triggered.
** '''Send Email Notification On Completion''' - ability to email a list of users and or roles that will be emailed the exported file as an attachment.
<!--94110 - Report Export - Scheduled Email Subscriptions-->
*** '''Email Template''' - select an email template for the emails sent to selected users
*** '''Roles''' - send emails to users based on their roles
*** '''Select Users''' - select users to send the email to
*** '''Attach Exported File in Email''' - option to attach the exported file on to the email sent out. Applicable only when the file is exported to a SmartFolder or a Configuration Folder
** '''Send Email Notification When Export Failed''' - select users to send notification to
** '''Scheduled Export Status'''
*** '''Last Scheduled Exported''' - time and date of the last scheduled export.
*** '''Last Run''' - time and date of the last run.
*** '''Ad-Hoc Run''' - time and date of the last Ad-Hoc run
'''Exampleto configure schedule'''
* 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.
* Export Every 15th of the month** Choose '''15th''' (future date) for the '''Start Date''' and '''Monthly''' for the '''Frequency''' and select the '''Time of Export''' dropdown list. =History Log=<!--85662 - Enhancement2 to the scheduled export from a report--><!--106718 - Log file size for Payments Integration - add Scheduled report history--><span style="color: #ff0000;">Available after March 2020 upgrade.</span> <br/>A new feature that shows history information tab. [[Image:ReportExportHistoryLog.PNG]]* '''#''' - item number* '''File''' - filename of the exported file.*'''File Size''' - file size of the exported file in kb.* '''File Export Every 15th ''' - 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 [[SmartFolders_Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_-_Advanced|Configuration Folder]]** '''''Saved to Folder; SFTP Failed''''' - file was exported to the [[SmartFolders_Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_-_Advanced|Configuration Folder]] but was not sent to the sftp** '''''Save to Folder Failed; SFTP Failed''''' - file was not exported to the sftp and to [[SmartFolders_Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_-_Advanced|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 [[SmartFolders_Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_-_Advanced|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. [[What_Is_Gort%3F|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 monthprocess
=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.
[[Category:Reports]]
