Scheduling Data Insights

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what is a data insight schedule, what is scheduling a data insight

You can schedule regularly triggered captures of a data insight to be emailed to a list of recipients. This allows you to produce, keep, and provide regular snapshots of the data extraction as defined in a data insight. Having scheduled captures is useful to update AAI users, other colleagues, and external people, such as partners and customers of various events and executions on the relevant schedulers or machines. It is also a useful input for your own analysis over time, and for archiving.

Scheduling is part of a data insight definition that its owner and editors can specify and edit.

This page includes the following:

Understanding Scheduling Data Insights

Before scheduling a data insight, it is worth noting the following:

  • Who can schedule: You must be the owner or an editor (as defined in the Sharing settings of the data insight definition) to add or change a schedule.

  • Who can receive scheduled emails with output: Anyone with an email address.

  • What are the scheduling options: You can define one of the following schedules:

    • Daily: One or more times a day, every day

    • Weekly: One or more times weekly on a specific weekday

    • Monthly: Once a month at a specific time

  • When the schedule goes into effect: After you save the data insight definition and at midnight of the start date that you specify.

Defining a Data Insight Schedule

The owner and editors of a data insight can define the schedule for a data insight. When adding a new or editing an existing data insight, use the following steps to define the Schedule settings.

The owner and editors of a data insight can share it with other AAI users. Use the following steps to share a data insight or change the sharing settings for it. See also, Understanding Shared Data Insights.

  1. Open the Schedule tab of the data insight definition. You can do this in one of the following ways:

    • As an owner, when you first define a data insight, click the Schedule tab.

    • As an owner or editor of an existing data insight, do the following:

      1. Open the Actions menu for the data insight from one of two places:

        • On the Data Insights list, click the Actions button (the vertical ellipses) in the Actions column.

          (If this column is hidden, click the Columns button to the right in the menu bar above the list, and then select the column name to show it.)

        • On an open data insight page, click the Actions button (the vertical ellipses) at the far right on the toolbar.

      2. Select one of the following options:

        • Select Schedule, which opens the data insight definition directly on the Schedule tab.

        • Select Edit and then click the Schedule tab.

  2. Select Schedule and Email to activate the scheduling settings on the tab.

  3. In Start From either type in or click the calendar icon at the end of the box to select the first date that the schedule goes into effect. The start will be on that date at midnight in the time zone of the data insight (defined on the Basic Information tab).

  4. Under Ends, define when emails with snapshots of the data insight data are no longer produced or sent. Choose from the following:

    • Never: The emails are sent as defined indefinitely.

    • On a specific date that you either type in or click the calendar icon at the end of the box to select a date. This is the last date that emails will be sent.

      Tip:

      For predictable results, choose a date after today, especially if, in the next step, you define multiple runs in a day.

    • After x occurrences: Enter a number of times that emails are sent according to this schedule. Note that if the schedule defines multiple runs in one day, the number of days the schedule runs is less than the number of occurrences you enter here.

  5. Define the Frequency and the times of day that the emails are produced and sent. Select from the following options and define the related settings:

    • Daily: Either type in or click the clock icon at the end of the box to select a start time. To schedule multiple runs a day, click the plus (+) icon and define the additional run times.

    • Weekly: Select the weekday. Then either type in or click the clock icon at the end of the box to select a start time. To schedule multiple runs on that weekday, click the plus (+) icon and define the additional run times.

    • Monthly: Select the calendar day. Then either type in or click the clock icon at the end of the box to select a start time. (For monthly schedules, you can specify only one time on that date.)

  6. In Email enter the email addresses of the people who you want to receive the scheduled output. If you have more than one address, enter a comma between each address to separate them.

  7. In Subject enter the text for the subject line. This will precede the name of the output file in the subject line of the email.

  8. In Description enter the email message that appears in the body of the email.

  9. Click Save.

    At the next time that an email should be sent according to your schedule options, the data in the data insight is captured and outputted in the format that is defined on the Printing tab. That output is attached to emails with the subject and message you defined, and the emails are sent to the recipients you specified. For information, see Printing Settings for Data Insights.

Tip:

If you want to schedule different output types or multiple schedules for the same data insight, you must create multiple data insights that are identical except each with a different output type or schedule. Make sure to manage these consistently, being particularly careful if you have editors sharing the data insight.

Note:

For scheduled emails to be sent, emailing must be configured by your AAI administrator.

For AAI administrators: You configure the email server by configuring your SMTP server. You do this in one of two ways: