Is there a way to schedule a Business Intelligence Tool (BIT) query to run automatically every month?
BIT has the ability to schedule a query to run automatically. The person creating the schedule can determine how often the report runs and who receives it in the court. Any BIT user can schedule queries to run automatically.
Note: Statewide queries can be scheduled to run from the court level's statewide reports folder in the current version of BIT; however, the court must insert the report prompts to be used when the report is run when scheduling the report (see instructions below).
Complete the following steps in BIT in order to create an automatic schedule for a query:
1. Log into BIT and locate the query to be scheduled.
2. Right click on the query. An option window appears. (Image 1)
3. Click Schedule from the list to open Schedule window.
4. On the left hand side of the Schedule window, click Recurrence. The recurrence selection options will appear in the right-hand side of the window. (Image 2)
5. Select an option from the Run object drop-down menu.
- If the run object included an N or an X for the day or week, you must select from the day and/or week drop-down options that appear.
- The current date and time appear in the Start Date/Time field. Modify the date and/or time to display the first date and time that the query is to run.
- The current date and time plus ten years displays in the End Date/Time field. Modify the date and/or time if necessary.
6. If the query includes prompts, on the left-hand side of the Schedule window, click Prompts.
- Click <Modify> to set any prompt values that the report should use when running the report. (Image 3)
- Be sure to enter selections in each of the required data prompts or the scheduled run will not be successful.
7. On the left hand side of the Schedule window, click Formats. (Image 4)
- Select the format the query should be delivered in: Web Intelligence, Microsoft Excel or Adobe Acrobat (PDF).
- Note: Web Intelligence should only be used for sending to a court employee's BIT Inbox.
8. On the left-hand side of the Schedule window, click Destinations.
- Select the destination the query output (report) should be delivered to, i.e. BI Inbox, Email recipients.
- Do not use the Default Enterprise Location.
9. Select the desired Destination and complete required details. (Image 5 & 6)
- Complete the appropriate settings for the output format selected: For BI Inbox, select the recipients who should receive the query output and if the recipient is to receive a copy or a shortcut to the output.
- For Email, make one court person the sending party. Add one or more email addresses in the To and CC fields, in the From field, enter the following email address: firstname.lastname@example.org. The sender can also receive the email. Include a semi-colon ( ; ) and a blank space between each email address. Include a Subject and Message advising what the query is to be used for. Ensure the format is NOT Web Intelligence if sending by email.
- For FTP server or SFTP server, you must include all fields that appear. These details will be provided by your local court or IT department.
- For File location, display the directory location where the query output should be sent. Decide if the file name will be generated by BIT or add a specific name to use. The username and password must be a valid logon id for the server location
Note: AOC recommends using the BIT Inbox when scheduling reports that contain confidential data. The FTP server or Email output options can be used when scheduling statistical reports that do not contain case or person data.
10. Click Schedule at the bottom of the window to save the query schedule as set. (Image 7)
RN id: 2153