Databoard Export Scheduling
- Chris Vo
- Kye Hush
This feature in WorkBook allows you to set a schedule to automatically export a predefined databoard result on a specific date/time or periodically and save it to your desired storage.
To set a new schedule you will need access to the settings module > advanced tools > databoard export scheduling.
Please reach out to your WorkBook system administrator or your Consultant if you cannot access the module/menu.
Prior to this setup:
Make sure you have a databoard created and enabled under settings module > advanced tools > databoards so that you can select it in the below steps.
Make sure you have your storage set up under settings module > folders, reports, and documents > storage and folders. Implementation > Storage Providers
ON THIS PAGE YOU WILL FIND: |
|---|
CREATE A NEW EXPORT SCHEDULE
From the menu ‘Databoard export scheduling’ > click on the icon to add a new schedule
Ensure that the line you want to update is selected from the list view
Fill in the details of the new export schedule to the sidebar
FIELD | DETAILS |
|---|---|
Name: | The name of the schedule. This name will also be used for the relevant agent which will be created automatically by the system. |
Databoard: | Select the databoard that you want to export periodically using this schedule. |
Databoard view: | Select the view of the databoard that you want to export. |
Next run date: | The expected date for the system to run the export. The time cannot be set in here but will be handled via the agent. This step will be explained later in this article |
Repeat level: | Select the frequency level that you want this export to be run (by Hour, Day, Week, Month, etc.) |
Repeat interval: | Enter the number of intervals that you want this export to be run corresponding to the Repeat level selected above. |
Active (checkbox): | To mark if this schedule is active (selected) or inactive (not selected). |
Destination type: | Select either Regular file or Database table |
DESTINATION TYPES = REGULAR FILE
If selecting ‘Regular file’, the following fields will be displayed for your input:
Storage provider: select the storage that you want to keep the exported file
Filename: enter the name you want to save the exported file as, followed by the file extension. For example, if you want to export a CSV file, then type in “file-name.csv” (e.g. All jobs.csv)
Overwrite options:
None: no overwriting is allowed. If there is a file using the same name that exists in the destination storage, the agent will throw an error message and no file will be exported
Overwrite file: allow to overwrite the existing file if there is a file using the same name in the destination storage
New file: every time the export runs, the system will generate a new file using the provided filename set above and the subfix is the date and time when exporting (e.g. All jobs_5192021-120120-AM.csv)
DESTINATION TYPES = DATABASE TABLE
If selecting ‘Database Table’, the following field will be displayed for your input:
Table name: enter the name you want to save the exported table as.
SET UP AGENT
To set up the agent, you will need access to the settings module > advanced tools > agent setup.
Once you have finished creating a new schedule to export the databoard, WorkBook will automatically create a new agent with the same name as the schedule to trigger the export.
From the menu agent setup > look for and select the agent that has the same name as the schedule (you can also use the search box)
From the upper grid: complete the following:
Title: Notice the agent has been created using the same name with the schedule.
After execution, notify user by email: the following options are available:
None: do not notify
Always: always send an email to the specified user to update the result (successful or failed with an error)
In case of error: only send out an email to the specified user if there is an error occurred
Email send to: enter the email of the specified person who will receive status updates from WorkBook. This is used in combination with the previous field
Test mode (checkbox): The agent will be created in test mode. It is required to remove the test mode checkbox so that the schedule can be fully activated
From the sub-grid: complete the following:-
Go to the Scheduling tab: notice that the system has filled in the information automatically based on what you entered before from the databoard export schedule.
Active: select this checkbox to activate the agent
Next run date (UTC): the date (in UTC time zone) when the agent is expected to run next
Start time (UTC): the time (in UTC time zone) when the agent is scheduled to run
Start time (Local): WorkBook will convert the UTC time into the local time zone that is set on your computer for reference purposes
Type: this field is the same as the repeat level in the databoard export scheduling menu where you set the frequency that you want this export to be run.
Interval: this field is the same as the repeat interval in the databoard export scheduling menu, where you set the number of intervals that you want this export to be run, used in combination with the type field above
Comment: a free text field allow you to put more detail on this agent
The screenshot below shows a quick example of how the exported files look like in Google Drive.
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