How to use Automatic Scheduler for Data Sharing

The automatic scheduler for data sharing is a feature that allows admins to automate the process of sharing data from the platform to external destinations such as S3, FTP, or Google Cloud. This feature provides flexibility in choosing columns, file format, and date offset for the shared data. In addition, admins can also schedule a correction file to be uploaded once a month, containing only the records that had a change in their Root Cause Analysis (RCA). It's important to note that the uploaded files behave differently on data pages versus the distribution overview page in terms of filters and settings. Here are the detailed instructions on how to use this feature:

Step 1: Access the Feature (Extranet and TR are coming soon)

You can find the automatic scheduler button above the data grid on various pages (Parity, Extranet, Test Reservation, Distribution Overview). By clicking on it you will be able to set up all the necessary configurations to schedule your data sharing. 

Step 2: Enter Credentials

Select the type of storage destination you want to use for data sharing. You can choose from S3 (Amazon Simple Storage Service), FTP (File Transfer Protocol), or Google Cloud. Enter the required credentials for the chosen storage destination to establish a connection. This may include details such as access keys, secret keys, hostnames, usernames, and passwords. Follow the on-screen instructions to complete the setup.

Step 3: Choose Columns

Select the columns you want to include in the shared data file. You will be presented with a list of available columns from the source data. Choose the columns you want to include in the file by checking the corresponding boxes. Please note that the order of the columns cannot be rearranged at this stage.

The reason you cannot choose all columns but have to go one by one is to ensure that you are getting exactly the columns that you are expecting. If we add a new column to the platform in the future, it will not be added automatically to your shared files. If you would like to start getting it, you will be able to update it in these settings.

Step 4: Choose File Format (coming soon)

Select the format for the shared data file. You can choose between Excel (XLSX) or CSV (Comma-Separated Values) formats. Choose the format that best suits your needs or the requirements of the recipient of the shared data.

Step 5: Choose Date Offset

Choose the date offset for the scheduled data sharing. The date offset is the number of days by which the data file should be delayed before being shared. The recommended value is 2 days, but you can choose a different value depending on your requirements. This allows time for data processing or quality checks before sharing the data (for the test reservation page, it is better to take a bigger offset, like 7 or 14 days, to allow enough time for updating the wholesaler and rate plan).

Step 6: Upload and Check

Before scheduling the data sharing, you have the option to download the file to check the columns that you chose, and to upload the data file once to check if everything is okay. This allows you to verify that the selected columns, file format, and other settings are correct. You can download the uploaded file to review and ensure its accuracy.

Step 7: Schedule Correction File (Optional - coming soon)

In addition to scheduling the regular data sharing task, you can also schedule a correction file to be uploaded once a month on a specific day of your choice. The correction file will contain only the records that had a change in their Root Cause Analysis (RCA).

Choose the specific day of the month on which you want the correction file to be uploaded. For example, you can select "15" as the upload day and you will get the correction file for the previous month on the 15th of each month.

Step 8: Save and Schedule

Once you have verified the uploaded file and confirmed that everything is in order, click on the "Schedule daily upload" button to initiate the automatic data sharing process. The platform will now automatically create and share the data file to the configured storage destination on the scheduled date with the specified date offset.

Step 9: Edit by Other Admins

Once the data sharing task has been scheduled by one admin, other admins will be able to see the task, indicated by the icon turning green. Other admins can also edit the task if needed, such as changing the columns, file format, or date offset. This allows for collaborative use of the feature among admins.

Good to know:

1. Data Pages: The uploaded file will contain all the data regardless of any filters or settings applied in the UI on the Parity, Extranet, and Test Reservation pages. This means that any data that is uploaded through the automatic scheduler for data sharing will not be filtered or affected by any filters or settings that may have been applied on these pages within the platform. The uploaded file will contain the complete data as per the source data without any further filtering or modification.
2. Distribution Overview Page: On the distribution overview page, however, the uploaded file will be based on the saved view settings. This means that if you have created a tab with specific filters or settings applied on the distribution overview page, the uploaded file will reflect those settings (Which include the column settings, view settings, grouping by and filters).

Please keep these details in mind while using the automatic scheduler for data sharing and when reviewing the uploaded files on different pages within the platform. If you have any further questions or need clarification, please do not hesitate to contact our support team for assistance.