If records need to be exported at regular intervals and sent by email or to a shared storage, you can use the automated export feature, which is available by clicking the context menu above the list of requests.
After clicking the button, a modal window opens for entering the export parameters. The form is divided into separate sections:
- Basic settings – the tab contains the following fields:
- Name – a short name that will be used as the file name and the email subject; the date and time can also be appended to it
- Report format – offers a choice of several formats (XLSX, XLS, CSV, PDF, DOCX, HTML, JSON)
- Status – on by default
, i.e. sending of reports is active. Otherwise, automatic sending of reports is disabled.
- Parameters – a section for specifying the particular data to export:
- Module – when an export is created in a specific module, the name of that module is filled in here automatically
- Column list – clicking the
icon opens a window for selecting the columns included in the export - Filter settings – option to filter the export results, for example to specific companies or types; filtering works the same way as filtering above the list of requests
icon opens a window for selecting the columns included in the export
- Distribution method – specifies the ways in which the export will be shared; the options are:
- Email – the report will be sent by email according to the specified conditions (assignees of the selected company, specific users or specific recipient addresses)
- SAMBA shared storage – option to save the export to a shared storage; to access the shared storage, you need to fill in details such as the host, workgroup, credentials, root folder and folder
- Generation schedule – parameters for setting up the generation schedule. Generation can be limited to a specific time period from – to, and a generation time can be entered. Generation can be set to repeat periodically, for example weekly, monthly or yearly, or be restricted to run only in certain months or on certain days.
The creation of the automated export must be confirmed by clicking the Save button. All reports generated by automated exports are available under Reports → Automated exports.