The system has been expanded with functionality for scheduled search reports. This makes it possible to configure and automatically execute saved searches according to a set schedule.

Contents of this article:

• Scheduled search report
• Use saved search
• Data source (Fetch data from)
• Date selection
• Schedule
• Report generation and timing

Scheduled search report

The configuration can be completed by an administrator through the Company Settings > Scheduled Search Reports overview.

It is possible to select an existing saved search in the system. The desired saved search must already have been created.

A scheduled search can be created in the overview. Click: 

Enter your preferences in the form:

Use saved search

ℹ️ You can only select saved searches within the company where the scheduled search is created.

• ⚠️Warnings during configuration:

  • Missing display profile: If a saved search without an associated display profile is selected, a warning is displayed. The profile can still be saved, but reports will not be generated until a display profile is associated.

  • Deleted search profile: If an existing scheduled search is opened and the associated saved search has been deleted in the meantime, a warning message is displayed.If an existing search profile is opened and the associated saved search has been deleted in the meantime, a warning will likewise be displayed.

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 company.

⚠️ Access restrictions and permissions:

• Only companies that the user has permission to access through their profile configuration can be selected.

• When opening an existing configuration that contains companies 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 companies are automatically removed from the list. This prevents unauthorized data access, for example, by adding your own email address to an existing report with higher permissions.

• ℹ️ Tip: If the list contains more than two companies, the "Select all" and "Deselect all" functions become available.

Date selection

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

• All 
  • Summary: Retrieves all historical data in the system without any date limitation.
  • Specific example: Data is extracted based on, for example, status in the search criteria, because transactions with the status "In progress" or "Rejected" may cover extensive periods, and you naturally want everything to be included.
  • Note: Can result in very large reports with a lot of data if the filters are incorrect or not specific enough.
• Previous day
  • Summary: Automatically retrieves data for the 24-hour period immediately preceding the report's execution time (yesterday).
  • Specific example: The report is set to run automatically every morning at 6:00 AM. When it runs on Tuesday morning, it includes only the transactions and expenses recorded on Monday.
• Previous week: 
  • Summary: Covers the entire most recently completed calendar week (Monday through Sunday).
  • Specific example: The report is scheduled to run automatically every Monday at 7:00 AM. When it runs in week 40, it automatically retrieves all data from week 39 (Monday through Sunday).
• Previous month: 
  • Summary: Covers the entire most recently completed calendar month (from the first through the last day of the month).
  • Specific example: The report is run or scheduled for September 15. The report will automatically limit the data so that it contains only transactions from August 1 through August 31.

Schedule

• Daily (the function runs every day)
• Every week (the function runs on one or more specified days of the week)
• Day of the month (the function runs on one or more specified days each month)
• Last day of the month - X days (the function runs on one or more specified days each month, counted backward from the end of the month; for example, selecting "0" indicates the last day of each month)

Then select a time for the run.

Administrator

It is possible to specify an administrator, person responsible for, 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 show which person may have "ownership" of the search.

ℹ️ Specifying the person responsible has no effect on permissions or system functions.

Action

You can choose whether the report should be saved to SFTP (requires an Acubiz SFTP server subscription) and/or sent by email. Both options can be selected at the same time.

• ℹ️ The file name format upon export is "ExportSearch-EMSID-search name-date-time-UNID.csv", where EMSID represents the ID of the relevant company specified through the Staff configuration, and UNID is the 32-character unique ID of the relevant configuration. Any special characters, spaces, etc. in the search name are removed from the file name.

When saving to SFTP is selected, a list is displayed with an example of the file name and folder structure for each selected company from which data is retrieved.

When sending by email, you can select a user to whom the report should be sent (the person's email address at the time of sending will be used). Only one user can be selected. (The default recipient is the user who created the scheduled search.)

• ℹ️You can also enter any number of optional email addresses. Separate each email address with a space, comma, or semicolon.
• ⚠️ There is no validation to check whether a valid email address has been entered.
• 🟨 If no action is selected, the search report is effectively 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. If a report is scheduled for 6:00 PM, for example, the actual generation may occur shortly afterward, such as at 6:17 PM.

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

• Example: If a daily run is created at 3:27 PM with the desired time set to 7:00 AM, today's time has already passed. The report will therefore be generated at the next hour change, approximately 4:00 PM.

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

Fail-safe: ℹ️ The system is designed to handle any operational disruption. If the server is unavailable at the scheduled time, the run is automatically picked up 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.

Related articles:

• Create a search and receive a search report
• Select your own layout for search results using display profiles