Scheduling a View

Overview

Views can be scheduled to be published and distributed via email on a regular basis. To schedule a view, select "Schedule" from the "File" menu when the view is showing.

Each time a view is published, a new published view is created. When you schedule a view to publish daily, for example, a new published view is created every day. You can list these view using the "Published views" option on the "Views" menu.

The Schedule dialog is a multiple-step dialog. The first few steps are identical to the steps of the Publish dialog. Please see the page Publishing for details.

When scheduling a view, it makes sense to select the "Frozen" option. That way, each time that the scheduled task runs, it creates a new published view that shows the data as of that time.

The last two steps in the multistep dialog are:

• Distribute – specify the email that will be sent each time the scheduled job runs.
• Schedule – specify the recurring schedule for the job. This is similar to scheduling a meeting in a calendar application.

Scheduling views requires the scheduler role, which is included in the tenant_admin role.

Distribute

This step defines the email that will be sent each time the job runs. The fields of this dialog are explained below.

The following options will be available in the dialog:

1. Publish - Options that define the report the user will receive.
   • Title - The title shown at the top of the report linked to by the email. Accepts Variables.
   • Subtitle - Check to add a subtitle beneath the report name. Accepts Variables.

   

   • The published view will be
     • Frozen - keep a data snapshot - the report that the user receives will reflect the data at the time the report is generated, regardless of when it's received.
     • Live - get fresh data every time - the report that the user receives will be live, reflecting the current value at the time it is viewed.
   • Require the user to log in to see the view - Requires authentication from the recipient; see Managing Users for information on how to set up user accounts.
2. Distribute - Options that define who will receive the report, and the contents of the report email.
   • Email To - The email addresses that will receive the report. The auto-complete will suggest users within Explore Analytics. After typing in a user's email address, press "Tab" to wrap the user email:

     

   • Email Subject - The subject line of the email that will be sent to the user. Accepts Variables.
   • Email Content - The body of the email that will be sent to the user. Accepts Variables. If the Email Content does not contain ${link}, the email will not link back to the report.
3. Schedule - Options that define the schedule the email will be issued on.
   • Repeat - The regularity of report distribution. Options are:
     • Daily
     • Weekly
     • Monthly
   • Every ___ Days/Weeks/Months - The number of days, weeks, or months between distributions (depending on the value of Repeat).
   • Day Picker (if weekly) - If weekly, select the check-boxes for the days of the week that the report will be sent on. For example, the following indicates a report that will be sent Monday, Wednesday, and Friday:

   

   • Day Picker (if monthly) - If monthly, select the drop-downs that correspond to the day of the month that the report will be sent on:

   

   • At - Time of day that the report will be send on (on the days indicated above) according to the twenty four hour clock (between 00:00:00 and 23:59:59).
   • End Repeat - Determines if there is an end to the regular report scheduling. Choices are:
     • Never - The report will continue indefinitely. Users with access to My Scheduled Jobs can remove these jobs at a later time.
     • On A Specified Date - The report will continue until a date selected in the field below.
   • End Repeat Date - If On A Specified Date is selected, select the date using the date picker that the report will cease being emailed.
   • Time Zone - The timezone to use for all of the dates and times selected above.

Variables

Some of the options noted above provide the ability to include variables. All variables are in the format ${variable}. These variables will auto-populate with the appropriate value at the time that the report is issued. Variables available are:

• ${title} - The report title. If used in the Title option, the variable will be blank.
• ${subtitle} - The report subtitle.
• ${date} - The date at the time the report is issued.
• ${date:<format>} - The date at the time the report is issued, where you specify the format of the date and time according to the Java format.

  For example, ${date:MM/dd/yyyy HH:mm} would render as 12/06/2012 17:46.

• ${link} - The link to the report.

My Scheduled Jobs

Once jobs are scheduled, users can navigate to Admin > My Scheduled Jobs to see a list of previous scheduled jobs:

The columns of the scheduled jobs correspond to the options selected above. The Error column will contain an error message if the scheduled job failed on its most recent execution.

The Explore Analytics User Interface

Selecting Fields

Managing Favorites

Managing Tags

Data Sources and Tables

Field Data Types

SQL Expression Field

Drill Down

Binning

View

Defining a Filter

Cloning a View

Sharing a View

Creating a New View

View Editor

Working with Values

Using Multiple Tables in a View

Exporting View Data

Exporting and Importing View Definition

Editing a Long-Running View

List

Working with Lists

Reporting on ServiceNow Variables

Calculated Fields

List Mashup

Pivot

Calculated Values and Calculated Columns

Calculated Values

Calculated Columns

Pivot Drill Through to Details

Coloring Rules

Formatting Categories and Values