Data extract

When an extract is scheduled (see Saved extracts for details of setting them up), it also appears at System>Batch process menu>Background processing>Data extract.
Importantly, ALL scheduled extracts for all users show here.  This means that a System administrator can use this list to check that the same extract is not being requested by multiple users (and arrange for the extract to be run just once instead, and emailed to the multiple users). 

The owner of each extract is indicated at the end of the extract name in the drop down list of extract names in the top right of this screen, and at the end of the extract name in the parameters (see highlighted extract owner’s name below). If a user’s signon is deleted, their scheduled extracts will also be deleted.  If the signon is disabled, any associated scheduled extracts will be disabled.

The scheduled export can be manually run from here, and some of the parameters can be changed, however if other parameters need to be changed, they can be changed by going to the saved parameters at System>Reporting>Data extract and the particular saved export.  The parameters that can be changed here are:
Output method:  Choose Email link(s) to send the extract as an email with a clickable link to the extract.  Using this method saves mailbox space and Internet traffic especially if the extract does not actually get looked at every time it is sent.
Choose Email file(s) to send the extract as an email with the extract, as an attachment/s.  Attachments are more convenient method where the extract being sent is always reviewed.
Output file format:  Choose Excel (default as this is the best format for humans to read), or CSV or XML as appropriate.
Email addresses:  The email address/es that should receive this extract (semicolon separated with no spaces, if there is more than one).
Note that an email is only sent if a report was produced by the scheduled run.  If there is nothing to report the Batch processing log will show “No results” for that run.  If the scheduled run errors out for any reason, the log will show “Failed”.
Note to recipient:  This field should be used if the extract is being sent to this user on a regular basis – use it to explain what the recipient is required to do with the data they are receiving.
Report parameters: Shows a summary of the report parameters that will be used for this scheduled extract.

Here’s an example email providing a scheduled search with a message to the recipient.

The Schedule tab reflects the parameters the user set at Set schedule, and allows you to change them all.  In this screen, the “Start at” time is the start time in the time zone of the server.

The Log tab will show a summary of previous runs of this scheduled extract.

A Delete button is provided with the other buttons in the bottom right of the screen. This Delete function allows System administrators to manage functions set up by other users (such as where an extract duplicates another extract and they need to be merged, or where the scheduled task may have been automatically disabled when the user was disabled, but really just needs to be deleted).  It just deletes this scheduled task for running of the extract, not the extract definition associated with the user.