Scheduled Search
Scheduling your CSV searches as emailed reports
Automate your search by creating a scheduled run-time for your CSV search. Results are emailed to the addresses you provide. A scheduled search permits you to generate a CSV report at selected hour or day and have it sent to your email inbox and the inbox of your selected contacts.
MENU: [SEARCHES] > [CSV] > [OPTIONS] > [Schedule]
Warning: there are some important aspects to creating and sharing scheduled searches that may undesirably expose data if misused.
Please read this entire section before creating your scheduled search.

Creating a Scheduled Search

The columns displayed in the attached CSV to your scheduled search are defined in the CSV tab.

Enable CSV

To create your scheduled search you must first Enable the CSV search.
Create your CSV search as outlined here.
It is important that before you setup a scheduled search that you run the search, download the CSV file and review the CSV file produced to understand what your scheduled search will generate.
By first running your search you can also see if any malformed filters or timeframes will impact your search before you create the schedule, and so give you the opportunity to correct them.

What Data will I see?

  • The scheduled search you create is created per user. A search may have many schedules as it is up to each user to create their own.
  • The scheduled search you see is not shared when a search is shared.
  • The data and devices you are able to see in a search when you press [GO] will be the data generated in the scheduled search. This data visibility is controlled by your membership in the current workgroup and possibly your device group. You may read more about Data Access here.

Data Access / Visibility Scenario

Consider the following arrangement.
Workgroup
Device Group
Device Group Members
Devices
ACME Pty Ltd
machines-r-us
Jo
(+Franz)
machina.abc
machina.efg
ACME Pty Ltd
Franz
machina.klm
machina.opq
ACME Pty Ltd
high-speed-cogs
Alex
(+Franz)
machina.uvw
machina.xyz
A saved search yourMachines is created by Franz.
  • The search incorporates filters from all 6 devices.
  • Franz shares the yourMachines search to the two device groups.
When each user runs the yourMachines shared search they can see results for each machine as per the following table:
User
User Type
Machine Data as Source
Franz
Workgroup Member
machina.abc
machina.efg
machina.klm
machina.opq
machina.uvw
machina.xyz
Jo
Device Group Member
machina.abc
machina.efg
Alex
Device Group Member
machina.uvw
machina.xyz
Note:
  • If Franz runs the yourMachines search then she/he will see all device data
  • If Jo or Alex runs the yourMachines search then she/he will only see their device group data.
    • Hence, the results of Jo's, Alex's and Franz's respective searches will be different even though they are running the same search.
  • Based on this above, any scheduled search will produce the same results as the search itself.
    • Hence, the results of Jo's, Alex's and Franz's respective searches will be different even though they are scheduling the same search.
  • However, if Franz creates a scheduled search and adds Jo and Alex as email recipients (or anyone else), then Jo, Alex and anyone else will see all the results that Franz can see irrespective of the Ardexa inbuilt permissions.
Tip: Good Practice
  1. 1.
    Always first run the CSV search, download the data and review the file contents before creating your scheduled search.
  2. 2.
    When making a scheduled search add yourself as a recipient so that you can be assured of what data is being viewed by other recipients.
Under [OPTIONS] select Schedule
Hint: No changes are committed unless you [SAVE] the schedule record. Once a schedule is saved it is then immediately active, however results will only be provided should all the criteria be met.
Attribute
Value
Description
Frequency
The [Frequency] field directs the scheduler when to run the search. NB. [Frequency] is not a filter. i.e. it is not directing the search to retrieve for a certain period; this is done via the [Common timeframes]selection on the search itself.
hourly
on the hour (approx)
daily
on the given hour (approx) of each day you select
weekly
on the given day and given hour you select
Timezone
all zones
Select the timezone this search should be executed against.
When you normally run a search via the green [GO] button, it will run against your current timezone. A scheduled search requires you to set the timezone value for the search.
Hour of Day
0-23
The hour at '0' is identified as midnight at the start of a new day.
The hour at '23' is identified as the last hour of the day.
Day of Week
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Select the day of the week you would like to run the search
Email
Add multiple recipients to your scheduled search by adding with [Add] button.

Warning: Risk of Making Data Public

The Ardexa Web App makes no attempt to cross-check any email you add as a subscriber to your scheduled search. Hence, the schedule creator (should the user have creator permissions), is completely capable of emailing anyone outside of the Ardexa Web App. The responsibility of publishing this data is of the creator and their organisation. Ardexa accepts no responsibility for misuse.

Removing a Schedule

To remove a schedule, simply open the schedule dialog pop-up and remove all the email recipients. The schedule will no longer run when all recipients are removed.
If you are a Workgroup Owner, you may also manage Search Schedules from the Search Admin page
Note:
  • A search may have many schedules against it.
  • A user can only view their own schedule against a search.
  • Only a schedule creator can modify their own schedule against a search.
Last modified 3mo ago