Symptom
You have created an Table 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 HXM Suite
Resolution
Please that that new schedules should be all done with the Report Center, 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 table Reports and schedule a job on it instead
Requirements:
- SFTP Account* Created
- Report available (Table, etc.)
- Admin User with Provisioning Access**
NOTE:
- If you don't have an SFTP account you may refer to the KBA 2425654 - How do I request SFTP access? to request one.
- **If you do not have access to Provisioning you may go to section B of this document.
The steps below explain how this can be done:
A. Create a job schedule for the desired report.
- 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.
- From Provisioning: search for Manage Scheduled Jobs which is available under Managing Job Scheduler section
- Select Create New Job
- 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.
- 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)
- File Access
- File Path, Name & Date Format: shows the folder where the import/export file is located, the file name and date format used.
- 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
- Saved job
- Once the job is saved it will not run until the status is changed to submitted
- s
- Run It Now: You can also run the Job immediately at anytime via the Run It Now option.
- Job Monitor: You can check the status and details of the Job, once it runs, via the Job Monitor.
- 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).
- SFTP server output: Once the job run and complete successfully it will be available via the SFTP server.
B. Contact Customer Support to create a job schedule
Open an case to make the request and include in the case/request all the following information:
Note: only one job request per case 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. |
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
|
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