How to Schedule Reports in Personify360

Learn how to schedule TRS reports in Personify360 and Personify360 Data Analyzer reports using SAP Business Objects, so you can get more of the data you need, without spending so much time running reports.

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"How to Schedule Reports in Personify360" Video Transcript

Hi, I'm Denny Lengkong with IntelliData. In this video, we're going to show you how to schedule reports in Personify. Let's take a look.

In Personify, there are two types of reports that can be scheduled, TRS reports and data analyzer reports. Let's look at TRS reports.

For TRS reports, there's also two ways to schedule reports. First is by looking for the report itself. So I can go to Reporting, Batch Job Submission, and search for the report.

In this case, I want to look for ord660, which is the invoice report. ♪ [music] ♪ And I need to pick up the setup that I need to run. I'm going to leave it as Setup A.

And once that's done, I can click on this Schedule this request. One thing that you need to pay attention is, to schedule the reports, all the report parameters have to be filled out.

If any of the required parameters are missing, the report's going to fail. So, for example, any reports that are in orange-beigey color, it's already filled out, they are they are filled out, so I am good at this.

So I'm going to click on Schedule this request. Once you click on that, the scheduling window will pop up. And within this window, you can set up when you want to start the schedule.

So I can pick any date. Let's say if I want to start at the end of the month, I could pick up November 30th.

I can leave the end date blank so that way I'm not specifying when the schedule will end. It's optional. You can put a date, but you don't have to.

Same thing with comments, it's optional and you don't have to put any comments if you don't want to. Now for the schedule pattern, you can run it as hourly.

If you run it hourly, you can set it to run every hour, every two hours, every three hours, so on and so forth. You can also run it by daily. And for daily, you can run it every one day, two days, three days, and so on.

You can also run it just for every weekdays. So it's all it's all your choice. Or you can run biweekly again. On biweek, if you run it biweekly, you can run it every one week, every two weeks, every three weeks, and even within the week.

You can say, "Oh I just want to run it on Monday and on Saturday," for example,. Or you can run it monthly. And if you leave it on a monthly, I can run it for every one month, every two months. So let's keep it for weekly.

And I want to do it one week, and I'm going to run it just on Saturday. Once I'm okay with...done with this, I'm going to click Save. So this report will run every Saturday starting on November 30th.

If you want to see the scheduled job, you have to go to Reporting, and Job Scheduling, and search for...if you know the report name, you can type in the report name.

Like, for example, ord660, and that will show up there. That's the one that we just set up, right? It's run on weekly, every one week on Saturday.

Or, if you want to see all the scheduled jobs that are on a system, you can just leave the search function blank, click on Search.

And right now on the system, there are two reports that were scheduled, ord660 that we just set, and MBR900 that was set up by somebody else.

Once the job is scheduled, if you want to see what's been run and what the result of the scheduled reports, you need to go to Reporting, Job and Report Status.

And since our report hasn't been...it's not scheduled to run until November 30th, which is two weeks from now, we're not going to see any results.

But, if I click on this MBR900, which was set by somebody else, it was started in 2012 and it was run every week on Monday. So I should see some results if I look for this.

So, again, going back to Reporting, look at Report and Job status. If I search for MBR900, I'll see that MROTH scheduled a report. And if you see, the report ran.

The last time it was ran, it was 11/13, which is Monday. And before that, it was 11/6. That was also Monday. That was a week prior to that. So you see the scheduled report works as well.

So that was one way of doing it, so by going into Report and click on Schedule. Or the second way of doing that is, again, by going to Reporting, and click on Job Scheduling.

Once you click on that, you can search for a report or you can just create a new schedule. So once you click on a new schedule, it's going to ask you for an application. An application is basically a report name.

So I'm going to select a different report this time, I'm going to search for mbr655, which is the membership renewal. Once I get that, it's asking me for a setup. What setup do you want to schedule?

I want to click on the First Renewal Notice, for example, so setup C. Select that. I can double-click on that. It's setting it up there. I am going to start that today at 12:00 a.m. and I am going to run it every... let's say every week on Thursday.

Again, once I'm done, click Save.

And again, if we go back to Reporting and Job Scheduling, and if we search for all the scheduled jobs, you see the job that we just scheduled, which is the mbr655.

It's the one, the ord660 that we scheduled before and the mbr900 that existed before we started scheduling. So that's how you schedule TRS reports. Now for data analyzer report, it's a bit different.

So you go to... It's almost the same, but it's... You get a little more option on this. I'm sorry. My thing logged out, so I'm going to log back in to my data analyzer report.

Once I see the report, I go back to my Documents. So now I have my documents on my on My Favorites folder. Once I see that, I'm going to click on this Demo Report.

This is the report that I created before. It's basically looking at orders that are in 2016. So if I want to schedule this report, all I have to do is right-click and click Schedule.

And once that pops up, its going to ask you for instance title. So instance title, by default, it's pulling the report name. So I could leave it as Demo Report or I could change it to... Well, I'm just going to leave it as Demo Report for now.

The Recurrence, this is similar to what we saw before. You can schedule the report to run now or you can run it once. And if you run it once, when do you want to run it? It's going to ask you for start time and an end time.

The end time, by default, it's 10 years from today's date. So today is 11/15/2017. The end date, it's 10 years from today, so 11/15/2027.

So that's if you run once. If you want to run it hourly or daily, it's just like the TRS job. You can set up to run it by, you know, every one day, every two days, three days, so on and so forth.

If you want to do it weekly, again, the same thing. You could set it to run it every Monday and Saturday or, you know, Monday, Friday, and Saturday if you want to.

Or, if you want to change it to...you know, you can run it by enth day of the month, meaning 15th of the month, 30th of the month. You can run the first day of the month, last day of the month, or a specific calendar day if you want to.

So the choices are endless here. You have so many options to schedule reports. So let's look at...let's schedule this to run it weekly...or let's run it monthly, every one month, for example.

So once that's done, this, for data analyzer, actually, it's a little more...you have a little more options because you could check on a format and, for data analyzer report, you could have the result as a web intelligence, which is the data analyzer report.

You can send it as a Microsoft Excel PDF or CSV file. In this case, I'm going to set it as Excel. And once I have it as an Excel... So that's that. Forget about cacheing events and scheduling server group because we're not going to be using that.

I'm going to go to Destinations. Once I have my destinations, the destination page, by default, says Default Enterprise Location. But I don't want that, I'm going to change it to... You have options here. You can send it to BI inbox, which is your inbox in your data analyzer.

You can send it to email, FTP server, or a file system. I am going to check on Email at this time. When I do email, it's asking me...it's giving me a lot more options.

So the From, I can put anything. I can put my name. I can put the and my email. But in this case, I want to put, you know, from Admin.

To is the address, of course, the address of where you... the email of the person that you want to send this report to. I am going to put my email here.

Okay. You can copy somebody else or you can leave it blank. I'm going to leave it blank for now. Again, you can also add a blind copy if you want to.

And the subject you can add... This is the subject of the email, so I'm going to call this Order by subsystem, for example. Okay. However, you'll see that in each and every field here, you have an option to add a placeholder.

So what Placeholder is, if you click on that, you can add these fields, these six fields here to any objects of the email. So, for example, you can add a title, you can add an ID, you can add an order name, date and time, email addresses, and user full name.

So I am going to take advantage of this option. So I'm going to use the DateTime. So what that means is I'm going to modify this subject and I'm going to say Order by subsystem as of, and I am going to add a DateTime.

So what that does is, when this report runs, it's going to append the date when the report is run on the subject of the email. So, for example, if I run it on the 20th of November, it's going to say, "Order by subsystem as of the November 20th, 2017."

Okay? The message is the body of the email. So this is... let's say I'm sending this to myself. So I'm going to say, "Hey, Denny, check out these orders." Okay? Again, you can add...so I can add my username, or actually an owner of...User Full Name.

So that will be added as my signature. Okay. And last but not least is the attachment. So I can add a... You know, by default, Attachments is checked, for sure, of course.

Now, by default, it's using an automatically generated name. So what that does is it's going to say, you know, X-Y-Z-1-2-3 because whatever name the file name is going to be, the system-generated file name.

If you want to make it specifically, more specific to what your...you know, to make more sense for the user, you can check the Use Specific Name. I can give the file any name.

In this case, I'm going to say Orders by, again, just like the subject, I'm going to copy that by...I'm going to type in Order by subsystem, and again, as of...I don't even have to put as of.

I can just put a dash and I can add date and time, just like what I did with the subject. So my file name is going to say Order by subsystem - whatever the date that the report is scheduled, whatever date the report is run.

So once that's done, all you need to do is click Schedule. And when you see that, once that's done, a history window will pop up and you will have a Recurring option here.

So since this is not going to run for, you know, until the 20th, you're not going to see anything else in here. So I am going to close this. So what I was going to show you is I had a report scheduled on this before.

So the way the easiest way to see whether a reported schedule or not, first of all, you look at the Instances. If the instances are not zero, that means those reports are scheduled [inaudible] reports.

Second way of figuring out how these reports are scheduled is by right-clicking, and if you see a history, you'll...that means the report is scheduled. So let's see if I find that report in here.

So on this folder, there are a couple other reports. See that, the instances are zero, so that means they are not scheduled. And if I highlight the report, and if I right-click, the history is not available in here.

Okay. So back to where we were before. If I right-click, there's a History. So if I click on the History, you'll see that the...on the one that was set up, I set this up yesterday, and it was the recurring.

And, unfortunately, the report failed just because I didn't, you know... I set up as an email and the email SMTP server wasn't set up correctly. So, you know, we have to fix that.

But again, at least it will tell you the history of when the report was ran. So the report was ran on November 14, 2017 at 12:29. And it failed, actually.

So if you want to see the reason of why it's failing, you can click on that and then you can click on the message here. So the Instance details will tell you what the...you know, why it's failing.

Or, another option is, if you want to reschedule this report, for example, if you set it to run it every Monday but you want to change it to run it every Wednesday, you click on that, and if you right-click or, actually, you can click on Organize as well. Actually, no.

Under More Actions, you can Reschedule. And when you click on the Reschedule, what that happens is it's going to open the scheduled job. However, you'll see there is another option to see back to our scheduling page here with the same instance title.

However, there's an option to Replace. So this will ask you whether you want to replace the existing schedule or you want to create a schedule from an existing schedule. So the second option is basically adding another scheduled job.

So, for example, if you schedule your job to run every Monday, every week, but then you want the report to also run on Wednesday every week, you just have to set it to run.

On the Recurrence, you just have to change it to run every Wednesday. And then on the Replace, you select the Create New Schedule. So basically, it'll run every Monday and it'll run every Wednesday.

If you select the Replace Existing Schedule, what that does is it's going to replace the existing schedule. So the report will run on every Wednesday instead of every Monday.

So once you select whatever you want, just click on a schedule, then everything will be updated accordingly. So that's how to schedule reports in Personify.

Hope you guys find it helpful. Feel free to reach out to us if you have any questions. I'm Denny Lengkon with IntelliData. I'll see you guys next time.

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