SAP Knowledge Base Article - Public

2193439 - Report Job Schedule from Provisioning - Reporting and Analytics. Ad Hoc / Report - Table

Symptom

You have created an Ad Hoc report and want to run it automatically on a regular basis and export the result to an FTP / SFTP server.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors HCM Suite

Resolution

If you are using the Report Center you need to refer to the KBA 2464604 - Scheduling Reports In Report Center if you are not using the Report Center continue with this document.

Note: Job Schedule is not supported for List View reports - You can use Ad Hoc Reports and schedule a job on it instead

Requirements:

  • SFTP Account* Created
  • Report available (Ad Hoc, Spreadsheet etc.)
  • Admin User with Provisioning Access**

NOTE:

The steps below explain how this can be done:

A. Create a job schedule for the desired report.

  1. Make sure the report is working: You can preview the report or submit a simple request to verify the report completion via the Scheduled Report tab.
  2. From Provisioning: search for Manage Scheduled Jobs which is available under Managing Job Scheduler section
  3. Select Create New Job
    • creat ne job.jpg
  4. Enter the Job Definition detail
    • Job Name: Desired Job Name (max 40 chars) 
    • Job Owner:  (The Job Owner will be used to authenticate all submitted jobs. They will also be the default user to receive E-mail notifications.)
    • Job Type: For example, Ad Hoc Report export, Spreadsheet Report Export, BizX Report Export
    • Job Parameters:
      • Report ID: Select the report owner and name as per the UI
      • Run time Filter: When a runtime filter is set on a date field, from the report Filter, the expression builder is shown for such field from the job schedule. It allow to define additional parameters, compared to the one available from the UI, to run the report based on such field. e.g. ${today}, ${startOfCurrentYear} etc.
      • Report Format: You can choose the output format for the report such as File Name extension (*.csv, *.xls, *.pdf, *.ppt)
      • Report Priority: You can define the job priority. Such function help to prioritize the job to run first.
      • *File available in FTP? It is mandatory to set up the FTP.
    • Job Definition.jpg
  5. Server Access
    • Host Address & FTP/SFTP details: This are the address of the FTP/SFTP server + account name that we are connecting to import or export the file. (Note: further details via the KBA 2212605 - Scheduled job setup - Partner & Support - understanding and using the generic sections : "Job Definition", "Server Access", "File Access", and "Job Occurence & Notification)
    • Server Access.jpg
  6. File Access
    • File Path, Name & Date Format: shows the folder where the import/export file is located, the file name and date format used. 
    • File Access.jpg
  7. Job Occurrence & Notification
    • The below options set when the job runs, based on certain prerequisites and who is notified.
    • Occurrence: (Once - Recurring - Dependent of)
    • Recurring Pattern: (Daily - Weekly - Monthly - Yearly)
    • Start / End Date: (Jobs are scheduled based on local time for this server)
    • Additional E-mail Recipients: (Enter additional E-mail addresses, separated by commas, for all the users who want to receive the notifications)
    • Send E-mail when job starts: if you want to be informed when the job start
    • Job occurrance & notification.jpg
  8. Saved job
    • Once the job is saved it will not run until the status is changed to submitted
    • sSaved Job.jpg
  9. Run It Now: You can also run the Job immediately at anytime via the Run It Now option.
    • Job run.jpg
  10. Job Monitor: You can check the status and details of the Job, once it runs, via the Job Monitor.  Job scheduled.jpg
  11. Scheduled reports: You can also check the report status or download the output file via the Scheduled reports tab from the Report Centre. (Note: the report file will be visible to download only for the job owner).
    • scheduled reports.jpg
  12. SFTP server output: Once the job run and complete successfully it will be available via the SFTP server.
    • SFTP output.jpg 

B. Contact Customer Support to create a job schedule

Open an incident to make the request and include in the incident/request all the following information:

Note: only one job request per incident should be created. This is to be able to speed up the request and to facilitate follow up and tracking in case of issues.

Job Configuration details

Instance ID: Clarify if the job is to be set up for the PROD or Test/Preview instance. Such details are available from the Show version information

e.g. Company ID: ace4w2

Report Name: The name of the report from the application

e.g Report Schedule DEMO

Report Owner: The User name of the report Owner from the application. This is the user that created the report.

e.g. admin

Report Type: The type of report you want the job to be created for. For example, Ad Hoc, Spreadsheet  or Other Reports

e.g. Ad Hoc report

Job Owner: This is the username of an actual ACTIVE user you have loaded. The permission for the content of the report output is determined from this user.

e.g. “admin” or “admin_ftp_exports

Report Format: This is the format the report output is generated on. file Name extension (*.csv, *.xls, *.pdf, *.ppt) must be according to selected format.

e.g.  *.csv, *.xls, *.pdf, *.ppt

Report Priority: You can define the job priority. Such function help to prioritize the job to run first.

e.g.  Low, Medium, High

File Available in FTP?

Yes

Server Access: Host Address & FTP/SFTP details. This are the address of the FTP/SFTP server + account name that we are connecting to import or export the file. 
NOTE: if not requested before FTP access must be requested via separate incident as KBA https://launchpad.support.sap.com/#/notes/2425654
(Note: further details available via the KBA 2212605)

e.g. prodftp.successfactors.com or prodftp.successfactors.eu (EU Customers)

File Path (Pickup Location): This is the place where the import/export file is located. It is relative to the login user's home directory. (Example: /outgoing).

e.g. /outgoing

File Name: The name of the file output. This is the name shown in the Server location and Scheduled Reports section. Should be the same as Report ID above (NO SPACES, using underscore “_” to replace spaces)

e.g. Report_Schedule_DEMO

Date Format: This is the date inserted into the file output name.By default we will use yyMMdd, but other options are Mmddyyy, yyyyMMdd, ddMMyyyy

e.g. Report_Schedule_DEMO_ddMMyyyy

File Encryption?  The customers can choose to encrypt the files using PGP. Note: If pgp encryption is required, the file name will be appended with .pgp

e.g. Report_Schedule_DEMO_ddMMyyyy.csv.pgp

Occurrence (How often do we want to run this job?) We support 3 types of settings here:

 

Once: The job will run once only

e.g. Report_Schedule_DEMO_ddMMyyyy

Recurring: Frequency of the job can be Daily, Weekly, Monthly or Yearly as selected day(s) of every month. NOTE: One run per day maximum per job.

e.g. Job to run monthly every first day(s) of every month or Job to run monthly every Last working day(s) of every month

eg. To run the job daily, for certain months only:

  1. Set the frequency as yearly
  2. Select the desired dates (multi select by holding down the ctrl or Shift key)
  3. Select the desired months (multi select by holding down the ctrl or Shift key)

Dependent of: Allows you to select a prerequisite job. The schedule job will start only after the prerequisite job is finished successfully.

e.g. Job to start immediately after the prerequisite job X ends.

Start Date & Time: When do you want this process to begin?

e.g. Job to start on yyMMdd @ 23:00

End Date: Do you want this process to expire on a specific date?

e.g. Job to End on yyMMdd @ 23:00

Additional E-mail Recipients:  You can setup additional recipients for email notifications from this job here. Enter additional E-mail addresses, separated by commas, for all the users who want to receive the notifications. Note: If you do not set any additional emails here then only the job owner will receive the notifications.

e.g. email@XYZ.com

Send email when job starts? An email will be sent when the job completes, but would you also like one sent when the job begins?

e.g. Yes or No

NOTE:

  • Further details via the KBA 2212605 - Scheduled job setup - Partner & Support - understanding and using the generic sections : "Job Definition", "Server Access", "File Access", and "Job Occurence & Notification"
  • If you don't have an SFTP account you may refer to the KBA 2425654 - How do I request SFTP access? to request one.

Keywords

job, schedule, adhoc, report, FTP file output, output, Occurrence, provisioning , KBA , LOD-SF-ANA-EXP , Report Exports (Ad Hoc, YouCalc, ORD) , LOD-SF-ANA-ADH , Adhoc Reports & Report Builder , LOD-SF-ANA-PRV , Provisioning Changes , How To

Product

SAP SuccessFactors HXM Suite all versions