Wednesday, August 7, 2013

Schedule Exports

ExportOrganizations often worry about being able to get to their data when they are using a cloud service. That is one of the reasons why we've made it so easy to export records from ITRP. Account administrators can start an export in the Records console by simply clicking on the "Export..." option from the Actions menu. Alternatively, there is the Export API which offers advanced features to developers.

Now these advanced export features are also available from the Settings console. If you are an account administrator, you will see that the Export section has been added to the Settings console. There you can initiate a full export of multiple record types. That's nice when you, for example, need to export all configuration items, as well as all their relations.

But you can do much more in the Export section. Rather than exporting all records, you could specify that you only want the records that were created or updated since a specific point in time. This is called a "Partial" export. This option is especially useful for assignment records such as requests and tasks. You could use this option, for instance, to export all activity since the beginning of the month. If you have several years worth of data, this ensures that the export file you receive is manageable in size.

And then there are the "Incremental" exports. When you schedule an incremental export to run every day at midnight, the export files will only contain the records that were created or updated since the previous night. That ensures that the size of the export files remains small so that they can be loaded quickly into your company's data warehouse.

Incremental export
If you have a script that picks up the export files and loads them into the data warehouse, you can can register a special Person record for this script. This special Person record can then be selected in the *Run as* field. That will ensure that the email notification that ITRP sends out when an export has been completed will be sent to the email address that this script collects the files from.

As a final perfection, we have also ensured that, if multiple record types are selected, the CSV files that are generated get zipped into a single file. That makes the download of the export results easier and faster.