Set Up a Recurring Report

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

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.

How to Create a Recurring Report

Set Up a Recurring Report [6:45]

1. Search Documents

After logging into ShopBlue, if you’d like to find a certain document, you can use the Document Search in ShopBlue.  Start first by clicking the Documents icon on the left side of your homepage. Next, select the type of documents you are searching for (Figure 1).

2. Enter Search Terms

Next, choose any other fields you’d like to filter by.  Click on “Created Date: Last 90 days” dropdown to select the range of dates, or enter a custom range of dates, then click “Apply” (Figure 2).

You can refine your search results by using any of the filters on the left-hand side of your screen (Figure 3) or by clicking "Add Filter” and choose from the drop down (Figure 4).

In this example, we are searching for all purchase orders for Corr over the last 90 days.

3. Name and Save New Search

Continuing from the previous example, click "Save As" (Figure 5). This will bring up a box where you will be able to give your search a Nickname and Add Description (Figure 6).

Note: if you do not have a folder under your Personal Favorites, you will need to create one by clicking “Add New”.

Create and name a Personal Folder for your saved searches (Figure 7 and 8).

4. View and Export Saved Search

Click the Person icon on the right-hand side. Then click “Manage Search” (Figure 9).

From there, click on your saved folder under “Personal”, and click “Go” on the right-hand side (Figure 10). 

Continuing from the previous example (for all purchase orders from the vendor Corr over the last 90 days), in order to export your POs from the last 90 days, first select the “Export All” drop down arrow (Figure 11).

Note: if you only wanted to export only some of the rows from your search, click the Three Dots in the gray bar and click on "Show Multiple Selection" (Figure 12). This will bring up a column of boxes. Select the boxes in the rows you wish to export. The boxes will then turn into a Checkmark (Figure 13). At the “Export All” drop down arrow select “Export Selected Rows”.

Give your export a name and choose the type of Export Template (Figure 14).

  • 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.

Next, click "Manage Search Exports” by going to the Person icon. Then “Manage Search Exports” (Figure 15).

5. Set Up Schedule

After selecting “Manage Search Exports” select the “Export Schedules” tab. Then click the “Create Schedule for..” dropdown. In this example we are creating a schedule for “Purchase Orders” (Figure 16).

Choose your export by using the “Search to Export” drop-down arrow (Figure 17).

Choose your export Type, Starts On date and Frequency. Frequency can be daily, monthly, or yearly (Figure 18).

Choose the time frame for Occurs Every and Export Until.

Note: “Occurs Every” will differ depending on the Frequency chosen previously. For “Export Until” if you select no end date then the report will run indefinitely.

Then click “Update”.

In this example it will be screen layout, starting on 12/16/2022, monthly, every 6 months on the 16th Ending After 2 occurrences (Figure 19).

6. Download Report

After the month has ended and it is time to view your export, click the Person icon on the right-hand side. Then click “Manage Search Exports” and click on the title of the exported search results you wish to download. The file will appear as an Excel spreadsheet at the bottom of the page or in your computer's Downloads folder (Figure 20).