Data-Driven Automation Schedules empower you to dynamically adjust variables for your Custom Tasks without the requirement of scheduling a report.
Data-Driven Automation Schedules
Utilizing a Data-Driven Automation Schedule allows you to create automated processes using ATRS' standard Custom Actions directly from database tables and queries in real-time. These schedules can be applied to various scenarios for efficient automation.
Data-Driven Automation Schedules make up the Business automation arm of ATRS. Beyond reporting, you can automatically update databases, set registry keys, move files, and even create reports directly from database data.
How to Create a Data-Driven Automation Schedule
Step 1: Navigate to Data-Driven Automation Schedule
The following screen will be displayed for you to create a Data Driver.
Step 2: Begin building the Data Driver, do this by choosing a ODBC DSN Name from the Dropdown list.
The Data Driver is where you set up the source for data for your data driven reports. If your data source or data selection criteria changes this is where you will need to make any required changes.
We strongly recommend System DSNs so that the DSN is visible to CRD even when the user associated with the DSN is logged off.
All communication to databases (including Access databases) is done through ODBC, so you must setup a system DSN to the database before you can use this facility.
When setting up DSNs we recommend (if possible) that you use Windows Authentication (Trusted Connection). This ensures that your username and password are not required to be stored in ATRS (more secure) and overcomes a large number of security restrictions which Windows places on DSNs. When using Windows Authentication, make sure that the ATRS NT service user (or background application service user) has full rights to the database otherwise, though you will connect when you are logged in, automated scheduling will fail if the Service user has not got rights to the database.
When setting up a DSN to a SQL server, you must ensure that the "Default Database" setting is set to the database you are connecting to (Windows defaults this to "Master").
Step 3: Enter the UserID and Password ATRS should use to log on to the database.
Step 4: Click Connect to connect to the Database.
Step 5: Once connected select the table from the database that holds the required data. You can refine your selection query by using the simple or advanced tabs.
Step 6: Click on Parse to view the results of the query.
For more information of "Get Values From Database" interface, [click here].
Step 7: Click OK to save the Data Driver information
If you wish to edit the data selection criteria you may click Build to return to the Build Data Driver tool.
Step 8: Enter a Key Column value, the key column for the data that is returned for the reports. The information that drives the schedule is required to have a key column so that each row in the table is uniquely identified by the value in this column. The key column is there as an identifier which is used to troubleshoot in cases where there is a problem with one of the records.
Step 9 (optional): Use up to X threads to run this schedule. If this option is visible you may choose to run a schedule using multiple threads. By checking this option will allow more then one report in a package to be executed at the same time rather than concurrently.
Step 10 (optional): If you wish reports that are being delivered to the same email address to be sent in one email as opposed to several different emails, them check the Group reports by email address. Please note that enabling this option disables the ability to embed the reports in the email body for email destinations.
Step 11: Click Next to continue to the next wizard section.
Step 12: Complete the General Section of the Wizard.
Step 13 : You may change the Parent Folder folder or accept the default. The Parent Folder is the folder where you wish the schedule to be stored. These are ATRS specific folders. To select a different folder click on the (...) button to the right of the window.
Step 14: Give the Schedule a Name
Step 15: (Optional): You may enter a Description. A Description may help others identify the use of the schedule.
Step 16: (Optional): Enter some keywords which can be used later by Smart Folders to identify this schedule.
Step 17: Click Next to move to the Scheduling Tab of the Wizard.
Step 18 Scheduling: Choose when the report will execute. There are a variety of options and if none of them suit you may create your own scheduling frequency using Custom Calendars. For a full explanation of each of the scheduling options review the Scheduling Article.
Step 19: Click Next to continue to the Custom Tasks section of the wizard.
Step 20 Custom Tasks: Create Data-Driven tasks.
- Using Data-Driven Inserts, ATRS will automatically pull data from your table and use it to customize the subject, body or report format.
- With the Data-Driven Automation Schedule, you can determine the delivery method of your report based on your data.
- Data driving the Report's Distribution.
- As mentioned above, ATRS will pull delivery data from your database.
Using Send an Email Custom Tasks with Data-Driven Automation
For this example, this is just one of the tasks that can be done this way.
- With [Data-Driven inserts], simply drag and drop the field that indicates your desired destination (email in this case).
Data-Driven Automation Schedule Context Menu
To access the schedule's context Menu right-click on the schedule
- Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule.
- Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process.
- Paste: Paste a previously copied schedule.
- Rename: Rename a schedule.
- Enabled: Schedules are enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again.
- Move: If you want to relocate a Schedule to another Parent Folder, you can utilize this feature to do so.
- Preview: Preview the report before execution.
- Execute: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of manual execution. They only move on if the schedule is run automatically by one of the schedulers.
- Delete: Selecting this option will delete the schedule.
- Execute On: This will execute the schedule via scheduler time. Note that the next run date and time will be moved on as a result of manual execution.
- Tools - Generate Script
- Tools - Convert to a Package: This button will convert this report into a package. The package will have the name of the single schedule report.
- Tools - Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in ATRS.
Data-Driven Automation Properties
To access the properties of your schedule, simply right-click on the schedule and choose the "Properties" option. From the properties menu, you can make edits to the schedule settings, view the Schedule History, and even share schedules with other users.