Scheduling a PS Query - University of Delaware Scheduling a PS Query 9-25... · Scheduling a PS Query: No Result Set is Too Large! Created 9/24/2013 Chris White Research Office

Scheduling a PS Query: No Result Set is Too Large!

Created 9/24/2013

Chris White

Research Office

Why Schedule a Query?

• When you receive the dreaded, “Query Result Set Too Large” error

– Scheduling is a way to get your full result set

• To set up recurring runs of a query

– Options for daily, weekly, monthly and more

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Find your Query

• In PeopleSoft FIRPT (www.udel.edu/financials)

• Use Query Manager or Query Viewer

• Search for your Query

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Select the Schedule Link

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Add a New Run Control

• The first time you schedule any particular query, you’ll have to add a new run control

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Type a Run Control Name

• Type a name for this run control into the Run Control ID box.

• Then click the Add button

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Enter Prompt Values

• The first time through, you’ll be asked to enter any query prompt values

• Enter your values and click OK

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Enter Run Control Description

• Enter a description for the run control, then click OK

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Confirm Run Control

• If you’re happy with the Run Control, click OK

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Check on Report

• Navigate to Main Menu> PeopleTools> Process Scheduler> Process Monitor

• Ensure your User ID is entered in the search box

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Refresh Results

• Click the Refresh button until you see:

– Run Status = Success

– Distribution Status = Posted

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Details

• Once you see Success & Posted, click on the Details link

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View Log/Trace

• Click on the link View Log/Trace

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Open the .csv File

• Click on the link that ends in .csv

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Find your download

• Different browsers behave differently, but look for your download wherever you normally find downloaded files (showing Google Chrome)

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Open the File!

• .csv files should open in Excel

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After the First Run Control

• Once you’ve set up a run control, you can use it again

• Search for your query in Query Manager, click the Schedule link

• Then search for your previous run control

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Searching

• You probably don’t need to type anything in the search box – only run controls related to the selected query will be returned when you click Search

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Selecting

• Select your Run Control by clicking its link

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Update Parameters

• You can change the values previously entered in the Query Prompts by clicking the Update Parameters link

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New Parameters

• You’ll be taken back to the query prompts where you can enter any valid values

• Click OK after you’ve entered your new values

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Approve Parameters

• You’ll be returned to the Schedule Query screen. If you’re happy with the new parameters, click OK

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Getting Results

• Then follow the instructions from the “Confirm Run Control” slide through “Open the File!”

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Scheduling Options

• There are other options for running scheduled queries: – Recurrence

– Type

– Format

– Distribution

• All options are defined on the Process Scheduler Request screen (appears as part of the process of scheduling a query)

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Recurrence • Recurrence defines how often & when the

query will be run

• Some useful options may be:

– Daily 7am

– Friday 10am

– MONTHLY

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Type • Type defines the output of the query results

• Options are:

– Email: sends results directly to an email address

– Feed (not available at UD at this time)

– File: stores file in a defined location

– Web: results are returned in the web browser

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Format • Format describes the kind of file that will be returned

• Options are: • HTM: webpage • PDF: a .pdf file • TXT: a .csv file

• XLS: an Excel file • XML – do not use • XMLP – do not use

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Distribution • Depending on “Type” selected, allows you to

specify the destination of the query results

– Web types: can specify a Folder

– Email types: can specify

• email address(es)

• email subject

• email message

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Email Distribution

• Enter Email Subject

• Message Text

• Email address – if multiple addresses, separate by commas

• Click OK when ready

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Query Emails

• Once the Email type of query is scheduled, the users specified by email addresses will start to receive query results

• Email will be from: [email protected]

• Email will have subject & text specified in Run Control, so make it meaningful

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Enjoy!

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