How do I manage snapshots for reporting?

This article will show you how to manage Reporting Snapshots. A snapshot of a mapped table can be saved at any time and time-stamped for future reference. A complete copy of the List App is added to a corresponding snapshot table; this table is identical to the mapped table except for the addition of a period identifier. By referencing the associated period, data can be extracted for any specific snapshot date and time.

Although a snapshot can be taken manually on any mapped List App at any time, this feature will usually be scheduled to run automatically for defined periods such as weekly or monthly.

Periods define a point in time that a snapshot was saved. When a manual or scheduled snapshot occurs, a new period is recorded with the date, time and default title. The title can be subsequently renamed and the date can be edited to help align data for reporting. (The actual snapshot date is saved separately and cannot be changed).

1. Navigate to Reporting Settings

  1. Select the Settings Gear icon on the Icon Bar.
  2. Under the Enterprise Reporting heading, select Reporting Settings.

2. Manually Snapshot a Mapped List App

  1. Select a List App that you would like to manually do a snapshot.
  2. On the contextual menu, select Snapshot.

2.1. Confirm the Snapshot

A message will ask, "Are you sure you want to manually snapshot this item?" Click OK.

3. Manually Snapshot All List Apps.

On the Actions drop down menu, select Snapshot All.

4. Open Snapshot Management

On the Settings drop down menu, select Snapshot Management.

4.1. Create a New Schedule

Any snapshots that have already been taken will show. To create a snapshot schedule, click Create New Schedule.

4.2. Enter Scheduled Snapshot Title

Enter the Schedule Title for this Scheduled Snapshot.

4.3. Set Schedule Type

Select a schedule type of Daily or Monthly.

  • If Daily, select a time and the days of the week to run. For example, selecting all days will perform the snapshot every day. Selecting a single day will effectively run the job once a week.
  • If Monthly, select a time and the day of the month to run. Note: If you select a day that isn't in every month (ex: 31st), the months without that date will be skipped.

4.4. Select List App(s)

  1. Select which mapped List Apps will be included in this schedule. Use Control-Click to selects or un-select multiple items.
  2. When finished, click the Save Settings button.

5. Modify an Existing Snapshot Schedule

  1. Select the Snapshot Schedule to modify.
  2. Select Edit to make desired changes.

6. View All Snapshots

The Snapshot Manager page shows all snapshot jobs that have been completed. Each entry shows information for the period:

  • Report Title: the name of the period; this is editable, see the Editing Section below.
  • Active: a flag that can be set by the user that can be referenced in reports to include or exclude specific periods.
  • Reporting Period: a user-configurable date to align the snapshot data with a specific date.
  • Snapshot Date: the actual timestamp of the snapshot data; cannot be edited.
  • Lists: the mapped List Apps that were included in the job.
  1. To edit a Snapshot, click the Report Title Date and Time. Select Edit.

6.1. Edit Snapshot Details

  1. Snapshot Activation / Deactivation: In this section you can Activate or Deactivate a Snapshot by checking or unchecking the checkbox.
  2. Snapshot Title: Modify the title if desired.
  3. Snapshot Date: Modify the date if desired.
  4. When finished, click the Save Settings button.

6.2. Note about Editing Snapshot Data

There may be occasions where snapshot dates need to be adjusted retroactively so that reporting data conforms to standard periods. For example, if a monthly-scheduled snapshot needs to be corrected with a manual snapshot, then a report would incorrectly show both snapshots in the data. In order to handle this circumstance, the Active field and Reporting Period field can be edited.

Example scenario:

  • A monthly snapshot of timesheet data is taken on the last day of every month.
  • Due to an unexpected event in March, many employees do not complete their timesheets until April 2nd.
  • To include the late data, a second, unscheduled snapshot is taken on April 3rd.
  • The period for the first snapshot is set to inactive.
  • The Reporting Period for the second snapshot is changed to March 31st.
  • Monthly reports will now correctly show the late data that was recorded on April 2nd in the March report.

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