A functionality has been established that enables the creation of scheduled search reports, allowing a fixed search to be performed at a predetermined time.

This process is based on a saved search profile, created via the standard "Search Report". It is a prerequisite that a display profile is linked to the saved search.

Scheduled Search Report

The 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:

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

⚠️ If a saved search is selected that does not have an associated display profile, a warning message will be shown. It is not possible to prevent saving, but no report will be generated from the search. For the report to be created, a display profile must be linked to the saved search.

Similarly, if you open an existing search profile where a saved search has been specified that has since been deleted, a warning about this will also be displayed.

Collect Data From

It is possible to select one or more companies for which reports should be prepared. A separate report is generated for each solution.

⚠️ It is only possible to select among the solutions you have access to via the setup registered on your profile.
ℹ️ When opening an existing configuration where solutions are selected that you do not have access to, a warning will be displayed.

If you still choose to edit the document and save the changes, the solutions you do not have access to will be removed from the list. This ensures that you cannot edit an existing report and insert your own email address to gain access to data you do not have rights to.

If there are more than two solutions, buttons will be available to select all or deselect all.

Date Selection and Schedule

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

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 schedule for report generation. For example, if a weekly run is desired every Monday, you can choose "Previous week" to include all transactions that took place in the previous week.

For scheduling, 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 each month)
Last day of the month - X days (function runs on one or more specific days each month counted from the end of the month, e.g., the choice "0" will indicate the last day of each month)

And 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 which person potentially "owns" the search.

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

Action

It is possible to choose whether the report should be saved on FTP and/or sent via email. Both options can be selected simultaneously.

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

When choosing storage to FTP, 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 is sent (the email of this person is used at the time of sending). Only one user can be selected.

ℹ️You can also specify a number of optional emails. Each email is separated by space, comma, or semicolon.
⚠️ There is no validation on whether a valid email address has been entered.

If no action is selected, this effectively means the search report is disabled.

The Run Itself

The report is generated around the specified time. However, the function only runs once an hour, and the exact time of the run may vary depending on the server load. This means that although the report is scheduled to be generated at 6:00 PM, it may only be created, for example, at 6:17 PM.

The function basically works such that if a run is scheduled for a specific day and has not yet been performed, and the specified time for the run has passed relative to the current time when the function runs, the report will be generated. For example, if a new scheduled search report is created at 3:27 PM with a daily run at 7:00 AM, the report will run at the next hourly shift, which will be around 4:00 PM.

If a report has already run the same day (meaning the "Last run" on the report shows the current date), the function will not perform additional runs the same day, even if the scheduled time is changed to a later time during the day.

ℹ️ The purpose is to ensure that if the server is, for example, down or otherwise unavailable at the time the function was normally supposed to run, it will instead run later and thus ensure that it is undoubtedly executed the same day. However, if the server is unavailable for the entire day when the report was supposed to be generated, the run will be omitted.

As an [Acubiz Admin], you have the option to reset the last run by marking "Reset Last Run". This will remove the Last Run date upon saving, and the report will be run again.

The output of the report itself (file content) is completely identical to the report generated by creating a manual search report with the option "E-mail content".