The system has been enhanced with functionality for scheduled search reports. This allows configuring and executing fixed searches automatically according to a set schedule.

Scheduled Search Report

Configuration can be done by an administrator via the overview Company Settings > Scheduled Search Reports.

It is possible to select an existing saved search in the system. It is a prerequisite that the desired saved search has already been created.

In the overview, a scheduled search can be created. Click on:

Fill in your preferences in the form:

Use saved search

ℹ️ It is only possible to select among saved searches within the company where the scheduled search is created.

⚠️ Warnings during configuration:
- Missing display profile: If a saved search is selected without an associated display profile, a warning is shown. The profile can still be saved, but no reports will be generated until a display profile is linked.
- Deleted search profile: If an existing scheduled search is opened and the associated saved search has meanwhile been deleted, a warning message is displayed.If an existing search profile is opened and the linked saved search has meanwhile been deleted, a warning will also be shown.

Data source (Fetch data from)

It is possible to select one or more companies for report generation. The system creates a separate report for each selected entity.

⚠️ Access restrictions and permissions:

Only entities that the user has rights to via their profile settings can be selected.
When opening an existing configuration that contains entities the current user does not have access to, a warning message is displayed.

Security measure when editing: > If the configuration is edited and saved, inaccessible entities are automatically removed from the list. This prevents unauthorized data access (e.g., by adding one's own email address to an existing report with higher permissions).
ℹ️ Tip: If the list contains more than two entities, the "Select all" and "Deselect all" functions become available.

Date selection and schedule

Next, select the period for which data should be searched, based on the following options:

All (Be aware that this may return many results)
Previous day (indicates the day before the function is executed)
Previous week (indicates that the dates should cover the entire previous week)
Previous month (indicates that the dates should cover the entire previous month)

This choice is typically made in relation to the desired scheduling for report generation. For example, if a weekly run is desired every Monday, "Previous week" can be selected to include all transactions that took place during the preceding week.

For the schedule, you can choose

Daily (the function runs every day)
Weekly (the function runs on one or more specific days of the week)
Day of the month (the function runs on one or more specific days in each month)
Last day of the month - X days (the function runs on one or more specific days each month counted from the end of the month, e.g., choosing "0" indicates the last day of each month)

Then select a time for the run.

Administrator

It is possible to specify an administrator, responsible person, or owner of the search. By default, this is the person who creates the document, but it can be changed to another user. The purpose is typically to indicate who may have "ownership" of the search.

ℹ️ Specifying the responsible person does not affect permissions or system functions.

Action

It is possible to choose whether the report should be saved on SFTP (Requires subscription to Acubiz’s SFTP server) and/or sent via email. Both options can be selected simultaneously.

ℹ️ The filename format when exporting is "ExportSearch-EMSID-searchname-date-time-UNID.csv", where EMSID represents the ID of the respective company as specified in the Staff setup, and UNID is the 32-character unique ID for the configuration. Any special characters, spaces, etc., in the search name are removed from the filename.

When choosing storage to SFTP, a list is displayed with an example filename and folder structure for each selected company from which data is fetched.

If sending via email, you can select a user to whom the report will be sent (thus using that person’s email at the time of sending). Only one user can be selected. (The default recipient is the user who created the scheduled search)

ℹ️ You can also specify any number of optional emails. Each email should be separated by a space, comma, or semicolon.
⚠️ There is no validation to check if a valid email address was entered.
🟨 If no action is selected, this effectively means the search report is disabled.

Report generation and timing

Reports are generated around the selected time. Since the underlying system function runs once per hour, the exact time may vary depending on server load. For example, if a report is scheduled for 6:00 PM, the actual generation may occur shortly after (e.g., at 6:17 PM).

Execution logic: The system generates the report if a scheduled run for the current day has not yet been performed and the selected time has passed.

Example: If a daily run is created at 3:27 PM with a desired time of 7:00 AM, the time for today has already passed. The report will therefore be generated at the next hourly change (around 4:00 PM).

Limit on daily runs: A maximum of one run per calendar day is executed. If the "Last run" field shows today’s date, the report will not be generated again the same day – even if the scheduled time is moved to a later time.

Fail tolerance (Failsafe): ℹ️ The system is designed to handle possible operational disruptions. If the server is unavailable at the scheduled time, the run is automatically collected later in the day. If the server is unavailable for an entire day, that day’s run is skipped.

Report output: The generated file content is completely identical to the report created by a manual search with the "Email content" setting.