Scheduling Reports

The Audit Report Schedules option provides enhanced report management capabilities such as these:

• Creating and managing scheduled reports.
• Designating advanced users or IaaS Client Administrators to read, execute, or manage scheduled reports in self-service.
• Running scheduled reports and notifying the user on successful execution or failure to execute.
• Viewing, downloading, and printing report instances in the desired formats.

The following properties must be configured for successful scheduling and running of scheduled reports.

1. Report Execution Window: This refers to the interval of time when the scheduled reports are run. Based on server capabilities or other requirements, some organizations may prefer to run reports during a specified time interval, for example, 3:00p.m - 6:00p.m. The admin can set the time frame as required. The default time window provided is 12a.m - 11:55p.m, one whole day. Because report generation is a database intensive operation, it is recommended to set the execution window during the off peak hours.
   
   
2. Retention Period for Report Instances: This refers to the maximum number of days a report instance will be retained before deletion. The values range from 1 - 10,000. When adding a new scheduled report, the user can set the Retention Period (days) to a number less than or equal to the Retention Period for Report Instances number set by the admin. After the number of days has elapsed, the instances generated for the reports and the corresponding XML files are deleted. The default value for Retention Period for Report Instances is 365.
   
   
3. Maximum Report Duration: This refers to the maximum duration configured while defining a report. The values range from 1 - 10,000 in days. The maximum value configured is displayed in the Admin and Self-Service UIs when creating a scheduled report. The default value for Report Duration is 30. It is recommended that this duration is limited to a reasonable value in order to avoid a large number of reports and accidental filling up of file systems.
   
   
4. Parallel Report Execution Limits: This is configured at the Master Organization level. This refers to the maximum number of report instances that can run parallel across all organizations. The Parallel Report Execution Limits can be between 1 and 100. The recommended limit is based on the capacity of the Database server. The default value is 5.
   
   
5. Servers Dedicated for Reports: This is configured at the Master Organization level. Organizations with voluminous data often have a separate server used for report execution. For example, if the Report Execution Window has a time window (1:00p.m - 4:00p.m) and Parallel Report Execution Limits is 50 reports, then dedicating exclusive servers for report generation would be the optimal solution. The list of currently available Identity Servers is displayed and the admin can select one for report execution. If no specific server is marked for report execution, the coordinating Identity Server in the cluster is used by default.
   
   Because the report generation is both a server and database intensive operation, reports are only allowed to run on a scheduled basis and the execution period is controlled by the server settings. Even if a report is scheduled to run outside of the permitted execution window, it will be queued for the next permitted window to execute.
   
   
6. Notification for Audit Report Schedules: This refers to the Notification message sent to the administrators when a report schedule is executed. The default notification message configured is Report Scheduled Job Status to Admin. The Notification message will be sent only if the administrator sets the Notify After every Run option to Yes while defining a Report Schedule.

 These procedures are described:

• Scheduling Reports from the Admin UI
• Scheduling Reports from the Self-Service Portal

Scheduling Reports from the Admin UI

These procedures are described:

• Adding a Scheduled Report Job
• Copying a Scheduled Report Job
• Modifying a Scheduled Report Job
• Deleting a Scheduled Report Job
• Enabling/Disabling a Scheduled Report Job
• Listing Instances of a Scheduled Report Job

Adding a Scheduled Report Job

1. From the Admin UI ► Compliance tab ► Function Menu, click Scheduled Jobs. The Scheduled Report Job Listing page displays with Audit Report Schedules selected as the default option:
   
   
   

   Definition

   Name Displays the name of the scheduled report job.

   Description Displays the description of the scheduled report job.

   Status Displays whether the scheduled job is Scheduled (enabled) or Unscheduled (disabled).

   Next Run Displays the next date and time when the scheduled job is scheduled to run.

   Comment Displays information on failed or stopped scheduled jobs.

   Owner Displays the name of the administrator who created the scheduled report job.

   Report Instances Displays the number of instances generated for the scheduled report.

   Enable/Disable Select Enable to schedule a scheduled job. Select Disable to unschedule a job.

   Instances Displays the instances generated for a scheduled job on the Scheduled Report Job Instance Listing page.

2. Click the Add button. The Scheduled Report Job Detail (Add) page displays:

   

   Definition

   Name Enter the unique name of the scheduled report job (this field cannot be updated after the job is created).

   Description Enter the description of the scheduled report job.

   Status Displays whether the scheduled job is Scheduled (enabled) or Unscheduled (disabled).

   Retention Period Enter the number of days the report instances need to be stored.

   Notify after each run Specifies if notification should be sent after completion of each instance or schedule.

   Report Info

   Name Select the report to be included in the schedule.

   Description Displays the description of the report selected.

   Report Criteria

   Report Duration Specifies the report duration up to the schedule run time. The start date is the schedule run time minus the duration specified, and the end date is the schedule run time.

   Report Fields Specifies the Report Fields that are selected for viewing.

   Product Schedules

   Name Displays the name of the product schedule.

   Description Displays the description of the product schedule.

   Type Displays the type of product schedule (Once, Every, Weekly, Monthly, Annually).

   Add Displays the Product Schedule Listing page for selecting the product schedule.

   Permissions

   User Type Specifies if a static user or a user group is chosen.

   User Displays the name of the selected user or user group.

   Permission Displays the type of Permission (Read/Execute/Manage).

   Add Adds a new row for creating permission.

   Edit Displays a selected row in an editable mode.

   Delete Deletes the selected row.

   1. Enter the Name and Description of the scheduled report job.

   2. Enter the desired Retention Period. The default value of 180 days displays in the Retention Period field. The maximum Retention Period as configured by the admin is 365 days.

   3. Select Yes or No to notify the owner of the report every time the scheduled report runs. The Yes option is selected by default.

   4. To add the report, under the Report Info section, click Select. The Report Listing page displays.

   5. Select the desired report, and click the Select button. The selected report name and the report description now display.

   6. Specify report criteria as required based on the report selected. Under the Report Criteria section, the default Report Duration of 30 days displays. The maximum Report Duration as configured by the admin is 365 days. Enter the desired Report Duration period.

   7. In the Report Fields section, the default fields for the report selected display. To add more fields or remove existing fields, click the Select button and select the required fields.

   8. To add product schedules, under the section Product Schedules, click the Add button. The Product Schedule listing page displays. Select one or more of available schedules, or click Manage Schedules to create a new schedule.
      Note: To create and manage new product schedules, refer to the Manage Schedules section in the Compliance chapter.

   9. To assign a permission to a user or a user group, click the Add button under the Permissions section. A new row is added.

• • • From the User Type drop-down menu, select User or User Group.
    • Under the User field, click the Select button. Based on the user type selected, a list of all users or a list of user groups display.
    • Select the desired User or User Group.
    • From the Permission drop-down menu, select:

View - To enable a user to only view details of the scheduled report job.

Execute - To enable a user to view, start and stop a scheduled report job.

Manage - To enable a user to view, modify, delete, start and stop a scheduled report job.

• • • After the required permissions are assigned to the user/user groups, click Add.
      
      Note: By default, the owner of the report also has the Manage permission. The report owner name, the user type, and manage permission display as a row under Select permission. This row cannot be edited or deleted.

A scheduled report job is created and now displays on the Scheduled Report Job Listing page.

Copying a Scheduled Report Job

1. On the Scheduled Report Job Listing page, select any scheduled job, and click Copy. The Scheduled Report Job Detail (Copy) page displays.

   
   

2. Enter a new Name, and make any desired changes to the scheduled report job (Retention Period, Report Info, Report Criteria, Report Fields, Product Schedules, and Permissions).

   
   

3. Click Add to save the copied job. A new scheduled report job is created and added to the Scheduled Report Job Listing page.

Modifying a Scheduled Report Job

1. On the Scheduled Report Job Listing page, click the desired scheduled job Name. The Scheduled Report Job Detail page displays. The Name field is the only field that cannot be modified.

2. Make any desired changes to the scheduled report job (Retention Period, Report Info, Report Criteria, Report Fields, Product Schedules, and Permissions).

3. Click Add to include an additional product schedule and/or permission.

4. Click Remove to remove an existing product schedule, and click Delete to delete an existing permission.

5. Make the necessary modifications, and click the Update button.

 Note: Updates made to a scheduled report job are not reflected until the schedule creates a New job instance for the next scheduled run. To ensure scheduled job updates are reflected, disable or unschedule the job and re-enable the scheduled report job, which creates a New scheduled report job instance with updated properties defined.

Deleting a Scheduled Report Job

1. On the Scheduled Report Job Listing page, select the job(s) to be deleted, and then click Delete. This message displays:
   Would you like to delete the scheduled report job?

   
   

2. Click Yes. The selected job(s) are deleted from the Scheduled Report Job Listing page.
   
   Note: Only jobs with status Unscheduled can be deleted. If a job with status Scheduled is selected for deletion, then this message displays:
   
   Job(s) are scheduled and must be disabled before it can be deleted.

Enabling/Disabling a Scheduled Report Job

1. To initiate the schedule for a scheduled report job, select the scheduled report job with the status Unscheduled, and then click Enable. A confirmation prompt displays:
   Would you like to enable the scheduled report job?

   
   

2. Select Yes to continue.
   
   Upon enabling a scheduled report job, the scheduler creates a NEW instance for when the scheduled job will be executed next.
   
   Note: When multiple product schedules are included in the scheduled report job, the scheduler engine reads all product schedules and arranges them in the order of execution with the earliest date/time calculated set as the first NEW scheduled job instance. Each subsequent date/time calculated is set as the next NEW scheduled job instance.
   
   

3. To disable a scheduled report job, select a scheduled report job with the status Scheduled, and then click Disable. A confirmation prompt displays:
   
   Disabling a scheduled report job, deletes any new instances of the next schedule for the scheduled report job. Any running scheduled job instance will continue to process unless it fails during execution or is manually stopped.

 Listing Instances of a Scheduled Report Job

1. On the Scheduled Report Job Listing page, select a job with the status Scheduled, and then click the Instances button. The Scheduled Report Job Instance Listing page displays:
   
   
   To view or print a report
   
   
2. Select an instance with the status Completed, and click the View button. The records generated for the scheduled report job instance display:
   
   
   
   1. Click the Print icon to print the report.
      
      
   To download a report
   
3. Select an instance with the status Completed, and click Download. The various Download Options display:
   
   
   
   1. Select the appropriate format and options, and click Download. Depending on the browser settings, it may prompt for a file name and location to store the report instance.

Scheduling Reports from the Self-Service Portal

Configuring Reports for Self-Service

For details on configuring Client Administrators to view and/or manage scheduled reports from the Self-Service Portal, refer to the Client Admin chapter in the Identity Suite Administration Guide Volume - 1.

Scheduling Reports from Self-Service

For details on scheduling and managing reports from the Self-Service Portal, refer to the Client Administration chapter in the Identity Advanced User Guide.