Running and analyzing dashboards, documents, and reports » Subscribing to reports and documents » Scheduling a bulk export report to be sent to a network folder

Scheduling a bulk export report to be sent to a network folder

You can have a bulk export report automatically delivered to a folder on your network on a specific schedule. The bulk export feature allows you to select a report and export it to a delimited text file. Using this feature, you can retrieve data from large result sets without having to load the result sets in memory. As the data is brought back incrementally, no limit is set on the size of the result set to be retrieved.

Steps are below to schedule a bulk export report for delivery. For detailed information on bulk export reports, see the Designing Reports chapter in the Advanced Reporting Guide.

Prerequisite

To execute a bulk export report from MicroStrategy Web, you must have the Web Subscribe To Bulk Export privilege.

To send a bulk export report to a network folder on a schedule

1 Click the name of the bulk export report to run it.
2 From the Schedule drop-down list, select a schedule or event on which to deliver the bulk export report. You can create new schedules in the MicroStrategy Developer Schedule Manager. For steps, see the Scheduling Jobs and Administrative Tasks chapter in the System Administration Guide.
3 Determine the delivery location for the report by doing one of the following:
If the folder that you want to deliver the report to is available in the drop-down list next to Location, select the folder.
To add delivery locations to the drop-down list, perform the following steps:
a Click Location. The Recipients Browser dialog box opens.
b To select delivery locations, use the Add to Selections arrow to move one or more locations from the Available list on the left to the To list on the right.
c To add delivery locations to the drop-down list, type a name in the Address Name field for the new delivery location you are adding. In the Physical Address field, specify a folder path to a new or existing folder for the delivery location. For example, a properly specified path is: \\FileServ2\SalesReports\Jan03\. Select a location type from the Device drop-down list. When you are finished defining the new delivery location, click Add to Recipients.
* Any locations you create must be accessible from the machine on which Distribution Services is installed.
d Click OK when you are finished adding delivery locations.
To create a new folder in which to deliver files, from the drop-down list, select User-selected location. Type the location in which the new folder should be created on your network, with the new folder name, in the Sub-folder field.
4 You can specify the delimiter character, such as a comma or tab, to use to separate values in a report. From the Delimiter drop-down list, select one of the following:
To choose a delimiter from the list, select the delimiter to use, such as Comma or Space.
To specify your own delimiter, select Other, then type the character to use as the delimiter in the field.
5 Type a name for the file in the File Name field.
6 You can replace all spaces in the file name with another character. In the Delimiter field, type the character to replace all spaces with. To see a list of characters that cannot be used as space delimiters, hover the cursor over the information icon.
* Spaces that are created by expanding macros, such as a space between the time and date in a timestamp, are not replaced by the space delimiter.
7 You can reduce the size of the report by including it in a zip file. Select the Compress contents check box.
8 If the report contains prompts, each prompt in the report is displayed in the bottom panel. For detailed steps to answer prompts in a report, see About prompted reports. You can choose to collapse the Subscription panel to provide additional space to display and answer each prompt. Do one of the following:
To collapse the Subscription panel, click the Hide icon Hide icon.
To expand the Subscription panel, click the Show icon Show icon.
9 Expand the Advanced Options.
10 For reports included in a zip file, you can protect the zip file with a password for additional security. Select the Password protect zip file check box and type a password for the zip file. This option is available only when the Compress Contents check box is selected.
11  If you chose to include the report in a zip file, you can specify a name for the zip file that contains the report. Type the name in the Zip File Name field. This option is available only when the Compress Contents check box is selected.
12 To specify a date after which to stop delivering the report, select the Do not deliver after check box, then select the date from the calendar.
13 By default, if you have selected a contact group as the recipient of the report, MicroStrategy uses the security filter of the contact group as a whole when delivering the report. To use the separate security filters for each member of the subscribed contact group instead, select the Use contact security for each group member check box.
14 To have a notification email sent when the report is delivered, select the Send notification to email address check box, then do one of the following:
To send the notification to an email address that has already been defined, select an address from the To drop-down list.
To send the notification to a new email address, click Send to a new address. In the New Address field, type the email address that you want to send a delivery notification to. Select the email client type of the specified email address from the drop-down list.
15 Click OK. The file will be delivered to the specified location on the specified schedule.

Related topics

Subscribing to reports and documents
Scheduling a report or document to be sent to a network folder