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.

Set CSV output options

Set CSV output options as outlined here.

Note: Scheduled Searches only support up to 10 thousand records, which can be previewed by clicking the Download CSV Sample button. Full CSV downloads of up to 10 million records are too large to send via email reliably, even if compressed.

Test - Run your CSV Search

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.

Warning: Risk of Making Data Public (review notice)

Tip: Good Practice

1. Always first run the CSV search, download the data and review the file contents before creating your scheduled search.

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.

Schedule your Search

Under [OPTIONS] select Schedule

Scheduling a search

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.