Use export schedules to:
- Generate reports describing your system activity (tickets and work items, depending on your system packages)
- Schedule the creation and delivery of the reports by setting up connections to your local system
- On the top menu bar, click System Management (
)>Administration>General>Export Schedules On the Export Schedules page:
Action Description Add a Connection Click Add a Connection.
On the Add a Connection page, make edits, as below
Modify Connection In the Name column, click the text to choose the connection to modify.
On the Connection Details page, click Modify this Connection. Make edits as below
Edits
Connection InformationInformation Description Address The host name and port of the connection separated by a colon. Example: 121:55 Name The name of the connection Type FTP: File Transfer Protocol (standard, unencrypted file transmission)
SFTP: Secure File Transfer Protocol (encrypted file transmission)
FTP or SFTP InformationFTP: File Transfer Protocol (standard, unencrypted file transmission)
SFTP: Secure File Transfer Protocol (encrypted file transmission)
Information Description Authentication Method (SFTP only) Password: The SFTP password
Key File: The private key for your SFTP user
Directory The path to the directory or folder on the FTP server Login FTP login information (account name/user name) Passphrase (SFTP only) The password for the key file Password FTP password Use Passive FTP (FTP only) In passive FTP, the server supplies a random port for the FTP client to use. If unchecked, use normal FTP - Click Save. The Connection Details page appears with the information you entered
Add or Modify Export Schedules
- On the top menu bar, click System Management (
)>Administration>General>Import & Export Schedules On the Import & Export Schedules page:
Action Description Add an Export Schedule In the left column, click Add an Export Schedule.
On the Add an Export Schedule page, make edits, as below
Modify Export Schedule In the Export Schedules section, in the Format column, click the text to choose the export schedule to modify.
On the Export Schedule Details page, click Modify this Export Schedule. Make edits as below
Edits
Export ScheduleInformation Description Connection See Type, below in this table Description Name the export schedule Enabled Enabled: To generate the export, enable it and pick the frequency of the export Format Most formats are set up by your company.
Ticket or Item
Historical: Tickets in the data warehouse
Standard: Tickets in the production system
Work Items CSV: Comma Separated Value (Text file listing data separated by commas)
Work Items XML: Extensible Markup Language
Format
CSV: Comma Separated Value (Text file listing data separated by commas)
JSON: JavaScript Object Notation
XML: Extensible Markup Language
Frequency (daily, weekly, monthly) Schedule when the export is generated Options Item: Either items or tickets, depending on your choice in Format, above
Select Items by Last Action Time: Any user action that updates audit history. Does not include system actions, such as those take by auto process rules
Select Items by Creation Time: The time the item was created in the system
Create a File per Day: The tickets in an export are in one file per day (if choosing weekly or monthly)
Type Connection: The list of connections your company set up
Email: The list of email addresses in the system or an address you enter manually
OptionsOptions vary depending on format.
Information Description Compress to/Create a file per day Weekly or monthly files are exported in a single zip file Export to a zip file The CSV or XML export file is zipped to make it smaller Include all assignment information The user the item is assigned to (and all past assignees) Include all folder placement information The folder the item is in (and all folders that it has been in) Include all item history (only available for Work Items XML) The item history includes all actions taken on an item (also called audit history) Include all response information All responses to an item Include item text The complete text of the item Select items by creation time The date and time the item was created Select items by last action time The date and time of the most recent action taken on the item ParametersUse parameters to limit the data in the export. Parameters vary by format. Some parameters need explanation.
Parameter Description Contractor Often a third party company locator Date Time Type (Work Items only) Create Date Time: Filters by the Creation Date/Create Time the item was created in the system
Work Date Time: Filters by the Schedule time, then Due Date time (if both present). Nick can test how this interacts with Options
Exclude Weekends in Past Due Days Exclude any tickets or items received or updated on weekends First Version Only If there are multiple versions of a ticket, limit the export to the first ticket received. Folder The folder containing the item. Folders are used to organize items Group Limit the export by group (how the users are organized in the system) Locator Limit the export by locator (Person who decides to clear or respond to tickets) One Call Center Limit the export by one call center that sends the ticket Qualification Limit the export by qualification of users Registration Code Limit the export by registration code (Code that identifies One Call Center) Status The status of the ticket results from actions taken by users or your company’s auto processing rules. There are four ticket statuses, all of which are system defined. A status is either open (user can work on it) or closed (user cannot work on it):
- Assigned (open): Ticket that has been assigned to a locator or contract locator
- Closed: Ticket that is closed
- In Ticket Folder (open): Ticket was placed in a folder by a user or an auto-processing rule
- Pending Your Research (open): Research needed because no auto processing rules applied, no rules were recommended, or the ticket matches multiple rules
Ticket Type Category The standard ticket type categories:
- Aerial
- Damaged Utility
- Design
- Emergency
- Meet
- Recall
- Regular
- Revision
- Short
Work Item Type (Work Items only) Work items are defined by your company - Click Save. The Export Schedule Details page appears with the information you entered
Enable or Disable Import or Export Schedules
You can enable or disable an import or export schedule from either the Import or Export Schedule Details page or from the Add an Import or Export Schedule page (while creating or modifying it).
Page Description Add an Import or Export Schedule Click the Enabled check box to enable or disable the import or export schedule
Click Save. The Import or Export Schedule Details page appears with your choice under General Information
Import or Export Schedule Details In the left column, click Enable or Disable this Import or Export Schedule. The page reloads with your choice under General Information
- On the top menu bar, click System Management (
)>Administration>General>Import & Export Schedules On the Import & Export Schedules page:
Action Description Add an Import Schedule In the left column, click Add an Import Schedule.
On the Add an Export Schedule page, make edits, as in step 3
Modify Import Schedule In the Import Schedules section, in the Format column, click the text to choose the export schedule to modify.
On the Import Schedule Details page, click Modify this Import Schedule. Make edits as in step 3
Make Edits:
Information Description Connection The list of connections your company set up Description Name the export schedule Enabled Enabled: To generate the export, enable it and pick the frequency of the export Format Most formats are set up by your company Frequency (daily, weekly, monthly) Schedule when the export is generated File Starts With The first or more characters of the filename - Click Save. The Export Schedule Details page appears with the information you entered
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