FAQ - Scheduling Reports
Scheduled reports in FocalScope are generated opportunistically. This means their delivery times can vary significantly depending on multiple factors.
Factors Affecting Report Generation Time
- Amount of Data: Reports covering large data sets or lengthy date ranges naturally take longer to compile and deliver.
- Complexity of Queries: Reports involving complex filters, multiple data fields, or extensive logic (such as detailed SLA tracking, email flow analysis, ticket state transitions, etc.) require more time for processing.
- Report Scheduling and Frequency: Many reports scheduled simultaneously, or too frequently (e.g., every hour, every day unnecessarily), can increase processing load, causing delays.
- System Load: During peak hours, especially end-of-month reporting periods, higher system activity leads to increased waiting times. Reports are processed with lower priority compared to critical system operations, making their execution opportunistic.
Due to these factors, reports may not arrive at the exactly the same time each day and the difference between any two days can vary significantly. Any scheduled report which has been marked with an error in the dashboard will not prevent the others from running.
Tips to Optimize Report Delivery
- Carefully choose your report parameters. If your interest is data from a specific day, avoid scheduling the report “forever” or daily, as it will produce redundant data and unnecessary system load, further slowing down report delivery.
- Avoid overlapping or redundant criteria. For example, setting both a wide date range and multiple unnecessary data points (such as tickets with statuses you are not actively monitoring) can significantly slow down report generation.
- Avoid logic conflicts or overly complicated filters. For example, if you have a rule-based SLA report, ensure the SLA conditions set do not conflict with other ticket parameters, causing additional delays.
Examples of Common Logic Errors and Impact
- SLA Reporting: Reports continuously monitoring multiple SLA states simultaneously (such as SLA overdue combined with detailed timestamps) may create excessive processing overhead.
- Ticket State and Substate Tracking: Tracking unnecessary ticket substates or overly detailed ticket box folder information can result in additional load with minimal reporting value.
If you have any doubts, need clarification, or require guidance on creating a specific report, you can drop us an email to the team for assistance.
Near Real-Time and Complex Reporting
If your business requires near real-time reporting, complex data aggregation, or integration with other data sources beyond the scope of standard reports, we offer integration with advanced reporting services like Microsoft Power BI. This optional pipeline solution provides greater flexibility, faster processing, and richer reporting capabilities.
To explore Power BI integration or discuss your reporting needs further, please contact our Sales team.