The lead export scheduler is designed to allow a customer to schedule detailed exports from LeadExec. This includes leads from Search Leads as well as lead sends from Client Distribution.
To access the lead schedule list, visit Reports -> Leads -> Lead Export Schedules
The lead export schedules list allows a user to create, edit, test, as well as remove a lead schedule.
A lead export can be in one of the following statuses:
• Pending – Awaiting to start the export based on the assigned schedule.
• Scheduled – The export has been sent to the processor to start processing.
• Running – The export process is currently running
If a lead export is not enabled, it will not run automatically, but can still be manually run by selecting the schedule and pressing the Run Now button from the toolbar.
When a schedule is selected and Run Now is selected, that schedule will immediately be sent to the queue to start processing. This process cannot be canceled and will not interferer with the expected next run date.
Note: If the schedule is currently running when the next run date trigger is reached, the export will be scheduled and will run in parallel with the already currently running process.
The next run value indicates when the next trigger will take place. This value is shown in the local time for the user viewing the schedule. The value indicates the next time the export will run based on the selected schedule.
View Run Logs
Each time the schedule process runs a log is created denoting the time and date of the run, how long it took to run, the quantity of leads included in the result, as well as any error messages that were generated.
This log can be used to troubleshoot issues with a schedule that is not reaching its destination.
Lead Export Scheduler Details
Instructions of expected use and operations
The lead export scheduler details allow a user to create and configure lead exports. There are 7 steps to setting up an export schedule.
The schedule tab allows the user to specify the name, description, and time zone of the export. The name is used in all lists, and the description is designed to provide a short explanation of what is being exported. The Name field is required to proceed.
The time zone field denotes the time zone the report will generate in; this includes the date frame and date/time conversions that will take place throughout the export.
The report schedule block allows the user to customize when they want this export to run, there are 5 options consisting of Hourly, Daily, Weekly, Monthly, and Yearly. The user will then set the time of day to start the export. This field hides if Hourly is selected.
Once a schedule has been selected, the next day and time in line with the schedule will be displayed.
2. Date Frame
The date frame tab allows you to specify how far back the export should go when retrieving records. The static range dropdown has pre-determined ranges such as Current Month, Last Month, Last Week, etc.
The day range option allows the user to specify the number of days to go back, and the date of last run tells the exporter to pull all records since the last time the export ran.
3. Lead Type
The lead type tab allows a user to specify which lead type to export, it also allows the user to specify to export Lead Data (Search Leads) or Client Distribution. Depending on the type of export, the fields will change to fit that data source.
Note: When you change the export type, the fields and filters will be cleared.
The sort by option allows the user to specify which field to sort the export by. If a group field is selected, the report is first sorted by that field, then is sorted by the option selected.
Sort direction allows the user to specify which direction to sort the data based on the sort field.
This system allows for 2 different types of filters.
This is a UI designer to build out filters. To add filters, click the + symbol next to the word And. This will give you the option to select the field you wish to filter by. The selected field will determine which options are available to filter for that field. For example, if you select the field Lead Source, the value will become a drop-down for you to select a lead source, or specify a list of lead sources.
If you click And, you can change it to Or; this will tell the filter engine to treat each condition as an or statement.
You can also click And and add an additional conditional group. For example, you can say Lead Source equals X and Valid equals yes and Email starts with X or FirstName starts with X.
The resulting condition equates to:
VendorUID = X and IsValid = 1 and (Email like 'X%' or FirstName like 'X%')
The advanced filters block works the same as it does on Search Leads. Regarding search leads, you can use the saved advanced filters from that screen to query the export system. Client Distribution does not have an advanced filter system, so the export system will not allow you to save or open saved queries.
The export fields section allows a user to specify which fields they want to export as well as if they want to group by a field.
The export engine allows for 1 field grouping, the field grouping will provide a group breakdown as well as any totals for the group value.
For example, if you specify a field to include the average for that field, the system will calculate the average for each group value.
The Fields section allows the user to specify not only which fields to export, but also the order they will appear in the file. The screen is drag and drop and allows the user to re-order the fields as they need.
By selecting a field from the left-hand column, you can drag the field, double click on the field, or click the black arrow to move the field to the Fields to Export section.
Clicking the gear icon allows a user to modify properties on the export field.
These properties are different depending on the type of field. Date fields allow you to specify a format and time zone for that field.
Number fields allow you to summarize that field at the bottom of the export as well as provide a format.
US state fields allow you specify how you would like the state displayed (abbreviation or name).
All fields allow you to customize the column header for that exported field.
The delivery tab allows the user to customize the way that the file will be delivered; it offers 2 modes of delivery. At least 1 delivery type must be selected to continue setting up the export.
Email delivery allows for 3 delivery options, no file attachment, file attachment, or download link. If file attachment is selected, a file name is required. If the download link is selected, it is expected that [Download Link] tag appears somewhere in the email body text.
Multiple emails can be set by using a comma to delimit multiple email addresses. This works in the To, Copy To, and Blind Copy to address boxes. The From address only accepts 1 email address.
Tags can be used to denote dynamic values in the subject, filename, and email body. These tags follow a format of [Tag Name] and are listed in the available tag section or using the 3 dots (…) at the end of text boxes. Tags must be manually entered.
There are multiple available file types, Microsoft Excel, CSV, TSV, and Custom. When selecting Custom, a file delimiter is needed which can be set in the Delimiter text box.
In order to drop an FTP file, you must specify a file name, the type of file (XLSX, CSV, TSV, or Custom). The type of FTP transfer (FTP, FTPS, SFTP), the server address with port, and login credentials.
The notifications tab provides functionality to set up users to receive notifications in case a report fails to deliver. There is the option to receive email and/or SMS notifications. The system utilizes the email address and cell phone values the user has set in their account.
The final step in configuring your scheduled lead export report is to review the details of what the system will be sending. If the information on this screen is correct, you can click Save Schedule, and your report will be ready to deliver at the next scheduled date and time.