Overview
This document covers basic information and frequently asked questions about automated exports from Results Reporting using API. In ETO, there are two distinct options for accessing your reporting data through API: Scheduling to SFTP and OData reporting.
If you do not have access to either feature, but are interested in gaining access, we recommend reaching out to your Client Success Manager or Account Manager to begin the process.
What's the difference?
Once set up, Scheduling to SFTP functions similarly to scheduled reports, but sends the files to an SFTP file server to be collected. This allows clients to place data directly in a file system to be retrieved, without the need to have individual staff members access the ETO system or run reports themselves.
OData, on the other hand, gives users the ability to access specific tables within a report programmatically through RESTful API calls. It is the recommended replacement for the legacy function "Query as a Web Service", and allows data to be accessed in real time by a program, or a REST API platform such as Postman.
Scheduling to SFTP
Q: How do I set up my data to export?
Automated Exports from Results Reporting use the scheduled reports feature. Once it has been set up, reports scheduled to an SFTP server can be rescheduled, modified, paused, or stopped just like any other scheduled report. Further details about this process can be found in the related article:
Q: How does this process differ from other scheduled reports?
Aside from delivering to a different destination, the functionality is the same. The same file formats can be chosen, and the naming convention of the output file can be determined in the same way. The same size limits of the export will still apply, but may be slightly different from a report scheduled via email, due to how the data is being sent, and because many email servers have their own additional limitations.
Q: How do I access the file(s)?
Reports scheduled via this feature are stored online to be accessed via an SFTP protocol or program. Files remain in storage for 30 days before being automatically deleted.
Our Professional Services team recommends using CyberDuck, a free and open source FTP/SFTP solution for accessing your files. Any SFTP program should work, but this one has been tested and verified by the team to ensure it will work for accessing your files. Our team recommends performing any initial testing with CyberDuck prior to using your organization's own FTP/SFTP software. This will help our troubleshoot any potential issues.
Note: It is a known issue that WinSCP does not currently work with our SFTP implementation, as it is not compatible with AWS.
Reports scheduled via this feature are stored online to be accessed via an SFTP protocol or program. Files remain in storage for 30 days before being automatically deleted.
Q: Is it possible to overwrite the export each time it is scheduled?
Different SFTP programs have different options for how to handle files with matching information. Each time a file is sent, a setting on the client's side controls whether files under certain parameters are duplicated or overwritten, some with more granularity of options than others.
In CyberDuck, this setting looks at files with exactly matching file names. If a recurring report is scheduled with the exact same file name each time, this option under Edit > Preferences (as shown below) controls whether those files are overwritten or not.
Working with OData
Q: Is there documentation for this feature we can access?
Yes, we have an article with technical documentation and additional information on formulating your API calls here: Add On | BO Rest API Documentation
Q: What if I need support?
OData is a very powerful way to access your data which goes beyond the technical expertise of our Tier 1 support staff. Because of this, we recommend reaching out to your CSM, ASC, or the team which assisted in initial set-up if issues arise. If creating a case for Support, is it best to provide steps to view the issue in Postman if possible, as otherwise our ability to reproduce and address the error may be limited.
Q: Are there any known issues?
There is a known issue with OData accessing the Flow Content of a report which is set to "Refresh on Open" (in the Properties panel > Document options). For this reason, we recommend against setting reports to refresh on open if they are being used with OData. Consider keeping a separate copy of a report if it is intended to be accessed manually by users to make use of this setting.