USER GUIDE - SCHEDULE A REPORT ON ALITHYAHUB

This guide outlines the essential steps to successfully schedule a report. Scheduling enables the asynchronous execution of reports, which is beneficial when running them synchronously (directly from the catalog) takes too long and results in a timeout. It also allows for reports to be programmed to run at regular intervals and be delivered by email.

Reports in AlithyaHUB have varying parameters, so the scheduling process may differ. The primary distinction involves reports that include dates as parameters. Special sections provide various examples of such reports.

TABLE OF CONTENTS

Access the scheduling interface
General Tab: Set the parameters
Output Tab: Configure the output
Notification Tab : Add notification
Schedule Tab : Schedule the report frequency
Submit the schedule and name the task (job)
How to retrieve the report result file (Output)
How to update an existing scheduled task (Job)

1. Access the scheduling interface

To log in to the Report Catalog, choose Tools > Reports and Analytics from AlithyaHUB Home Page.

Click on the Browse Catalog button on the top right corner.

Select the desired report and click Open > Schedule.

If you have already opened the report, you can access the Schedule interface from the wheel icon.

2. General tab : Set the Parameters

Set the parameters options for the report as desired in the General tab.

You can also do so in the Delinquent Time Card Reports.

3. Output tab : Configure the output

Edit the Name field. If you leave it as Output1, the name of the report you will receive by email will be called “Output1”. It is highly suggested to give the report a significant name (especially if used for Key SOX/ ITGC Controls).

Select proper layout when applicable.

Select the desired format.

Configure the destination: Email

Destination Type: Email by default.
Click Add Destination
To: Type the email addresses of each recipients using “;” between each address.
Subject: It is highly recommended to put a meaningful Subject. This will be the Subject of the email
Message: You can also write a Message. The content of the Message box will appear in the body of the email.

4. Notification tab : Add notification

It is strongly suggested to set a notification to be informed, especially if the report has not run at all (job failed or skipped) or completed with warnings.

5. Schedule tab : schedule the report frequency

You can schedule the report frequency to execute:

Only once now ;
Periodically ;
Periodically with dynamic values

a. Run the report only once now

If you want the report to run only one time, choose Once and Run Now or pick a date and a time to delay the execution.

b. Run the report periodically

To schedule one of the two Delinquent Time Card reports to run on a regular basis, choose any other Frequency, the Days, and the start date and time.

Below is an example to show how a Delinquent Time Card could be scheduled.

Example

Context: Today’s date is Monday, October 14, 2 PM and you want the report to run every Monday and Tuesday morning at 8 AM to see the timecards that have not been submitted or approved for the last 2 weeks.

Ideally, program the schedule the week you want it to start. It will simplify the process. The Day is not important.

Default “Week From” and “Week To” is the current period: 2024/10/13 – 201/10/19

In the General tab, select the Settings as follows:

Week From : 2027/09/29 – 2024/10/05 (i.e. 2 weeks ago)

Week To : 2024/10/06/2024/10/12 (i.e. last week)

If you include the current period,
you will get a lot of Not entered Timecards in your results
which might make a lot of noise in your output file.

Schedule tab

Frequency: Weekly
Day : Monday et Tuesday
Start date, end date and time: you can choose Monday October 14. Indeed, even though the start date has passed, the schedule will work, and the report will be executed with the next event. In the example, the report will be executed Tuesday October 15 at 8 AM.

Each week, the Weeks From : To: will adjust automatically, and the report will always run for the last 2 weeks.

c. Run the report periodically with dynamic values

If you schedule a report to run periodically without adjusting the dates, the dates will always be the same.

Let’s see how to make the dates to adjust according to the frequency.

Example : Project Details Dump report

Context: Run the report monthly, every 1st day of the month, to see ONLY the projects that will finish within 3 months from now (which means SYSTEM DATE + 90 days).

Schedule Tab - Schedule Report Job:

Frequency: Monthly and Month the report will run
Day : 1 (the report will run every 1st day of each month).
Start: Nov 24, 2022, 11:53 (schedule starts as of this date).
End: Dec 24, 2030, 10:53 (schedule finish as of this date, therefore you need to reschedule the report).

General Tab

Project End Date From: Type in, or copy and paste {$SYSDATE()$}
Project End Date To: Type in, or copy and paste {$SYSDATE()+90$}

Note: 90 can be any number of days, depending on the date range you want to see on the report.

Report output : The first time the report runs on November 1, 2024, the report will return all projects that have a project end date between system dates 2024-11-01 and 2025-01-29 (90 days later).

6. Submit the schedule and name the task (job)

Click Submit button at the top right corner of the window.

Then review the parameters with which your schedule job will run and put a Name in the Report Job Name.

Once again, we highly recommended to put a meaningful Name because it will be helpful if you have to modify the Scheduled Job, or to recuperate the Output (the result file) if it fails to be delivered by email.

7. How to retrieve the report result file (Output)

In certain cases, the report is too large to be sent by email and you will receive the email from the effx.bi.sender@workflow.mail.ca2.oraclecloud.com, but without any attachment.

Notification email with attachment.

Without attachment.

There are 2 ways to circumvent this problem. No need to relaunch the job.

To avoid having to recuperate the “missing” file each time (see how below), especially if the report is to be scheduled on a recurrent basis, modify your scheduled Job Output to select Compress Output prior to delivery check box.

Pour retrieve the missing file/report:

In the Catalog, navigate to your report, click More and click on History.

Use the different search criteria to retrieve/find the Job. The most useful one is the Start Processing parameter, especially if you do not find any job.

Then click Search.

In the search result window Report Job Histories, click on the report job name to extract the report (the report job name is a hyperlink).

In the next window, click once more on the Report or Output Name. The report will automatically download to your computer.

8. How to update an existing scheduled task (Job)

To update the parameters, the frequency or an already scheduled job, follow the next steps:

From AlithyaHUB Home Page, log in to the Report Catalog. Choose Tools > Reports and Analytics.

Click on the Browse Catalog button on the top right corner.

Select any report, then right click to get the contextual menu or click Plus, then click on Jobs.

Using the Manage Reports Jobs screen, clear the name of the report if you look for a job on another report or all your jobs, or adjust the search parameters:

Report Job Name: This is where a meaningful name can be usefull
Report Name: the easiest way is to enter a keyword from the report title and choose Contains.
Start Time: This is the most useful field when you want to see ALL your Scheduled Jobs. Put a Date far in the past to retrieve all your scheduled jobs on all reports.

Then click Search.

Results will be displayed, and the Edit icon can be used to adjust a scheduled job to update report Parameters or Frequency.

Click History to get the individual result/output. This is useful when you don’t find the email, or you want to retrieve the original output that you might have destroyed or modified. In the next window, click on the Report Job Name value. The report will automatically download to your computer.