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How to automate the process of sending an Alma Analytics report to an FTP server.

As of July 2019 it is possible to automate the process of sending an Alma or Primo VE Analytics report to an FTP server. 

There are situations in which an institution needs to supply data via Alma Analytics to “another dept. of the institution”.

For example, a list of invoices which have been paid to vendor X during time period Y to Z.

Before this development it could be done via an API or via a scheduled email.

With this development the report can be put on an ftp server and picked up by the “other dept. of the institution”.

This makes integrating between departments and systems even easier.

Here is how to use this feature:

ONE

Decide which S/FTP configuration you want to use for the Alma Analytics report.

We will use “The YILIS dept. FTP server”.

TWO

Decide which Alma Analytics report you want to send to the FTP server.

We will send the report “Undergraduate fulfillment statistics for last 365 days” under folder “/shared/Main Campus/Reports” to the ftp server.

THREE

Create an analytics object of type Scheduled Report and check the “FTP” option.

As with all scheduled reports choose the desired report.

After checking the ftp checkbox, you will have an additional field to choose the desired ftp configuration.  If desired you can also specify a sub-directory.

Note that at least one role must be selected in the analytics object.

The format of the report (as is also the case for the scheduled report via email) can be in Excel, PDF or text.

FOUR

Wait for the job “Schedule of Analytics reports and dashboards” to run.

The report of the job will include not only email information but also ftp information.

FIVE

The report is now on the ftp server.  Another dept. of the institution can “pick it up”.

Note that it is on the ftp server in directory “Analytics/Fulfillment”.

This is because “Analytics” is the sub-directory of the FTP configuration and “Fulfillment” is the sub-directory of the “Scheduled Report” analytics object.

4 Replies to “How to automate the process of sending an Alma Analytics report to an FTP server.”

  1. Is it possible to have a filename with date stamp created on the ftp server with this method?
    If the file is saved with exactly the same name each time, then it will overwrite the file from previous run.

    Another question, is there any way to specify that a text file should be tab delimited, or comma separated? Is the “Text” file type always tab delimited?

  2. Hello Peta. Thanks for your comments and interest. This method does not have option for adding timestamp to file. The application which “takes” the file can move it. Regarding the format of the text file, for example if it is comma separated, that can be done as part of the building of the report in Alma Analytics. The report is sent “as is”, meaning however it would appear if it was opened from Alma Analytics is how it will be ftped to the server. Thanks again.

  3. Hi John.
    Thanks for the suggestion. The available formats for the ftp of a scheduled report are the same as those of the scheduled report when it is not ftp (but rather sent via email). Until now there has not been a (known) request or need to have it exported in xml format. We can look into having the scheduled report also in an xml format (as is the case when manually exporting from within Alma Analytics). Meanwhile:

    1. I suggest you add this to the ideas exchange at https://ideas.exlibrisgroup.com/forums/308173-alma

    2. What is your specific use case here? What kind of report and what kind of integration are you doing that requires an xml format to be exported to an ftp server?

    Thanks again for the suggestion,
    Yoel

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