Set Up a Recurring Report

Set up reports to recur on a scheduled basis in ShopBlue.

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Set Up a Recurring Report

A note to start: saved search exports can be scheduled to recur in ShopBlue. However, only saved searches that use the data range of Last Month or Last Week are eligible.

  • Last Month — when you create a recurrence on a saved search with a date range of Last Month, a monthly export is created. Monthly extracts should be available on the second of each month.
  • Last Week (Sunday to Saturday) – when you create a recurrence on a saved search with a date range of Last Week, a weekly scheduled extract will be created. Weekly extracts will be queued to run Sunday at 12:01 a.m. Depending on the number of extracts scheduled, completion time may vary but should be available no later than Monday at noon.

1. Search Documents

After logging into ShopBlue, go to the Documents tab. In the Document Search section of the fly-out menu, click Search Documents (Figure 1).

figure 1 of set up a recurring report.

Figure 1

2. Complete an Advanced Search

When the search screen comes up, it may be in the simple search format. Click “advanced search” (Figure 2).

Figure 2 of set up a recurring report.

Figure 2

Next, choose the document type you’d like to search for, and any other fields you’d like to filter by. In this example, we are searching for all purchase orders prepared by Dalton Holler over the last month (Figure 3).

Figure 3 of set up a recurring report.

Figure 3

3. Click Save New Search

Save this report. To save, click Save New Search (Figure 4). 

Figure 4 of set up a recurring report.

Figure 4

4. Name and Save Your Search

Give your search a name. You will need to have a folder in your Personal Favorites in order to be able to save your search. If you don’t have one, click Add New, select Top Level personal folder in the dropdown, and name your folder. Then, in Step 3, click Yes to set up a recurring export. Next, you will choose what type of export you’d like:

  • Screen Export – exports only the information available in the search results screen for each document
  • Transaction Export – exports an expanded set of information on the documents
  • Full Export – exports transactions with history

In this example, we are selecting a full export from the dropdown. When you have named your folder and search and selected your export type, click Save (Figure 5).

Figure 5 of set up a recurring report.

Figure 5

5. View Saved Search

Notice the message that you have successfully set up your search to recur. To view your search export, click the blue link in the window. Next, ShopBlue will show you the recurring export you just created (Figure 6).

Figure 6 of set up a recurring report.

Figure 6

6. Download Export Files

After the month has ended and it is time to view your export, go to the Documents section. In the Document Search section of the fly-out menu, click Download Export Files. Next, click the File Name of your recurring search to view the export files (Figure 7).

Figure 7 of set up a recurring report.

Figure 7