The Scheduled Exports feature enables users to automate data exports at predefined intervals without manually creating an export each time. Once a schedule is configured, OWL automatically generates the export using the selected System Template or Custom Template, applies any configured filters, and processes the export in the background.
Scheduled Exports are useful for organizations that require periodic reporting, data backups, compliance reporting, or regular sharing of investigation data with internal teams or external stakeholders.
Scheduled Exports Dashboard
All scheduled exports are displayed in the Scheduled Export Dashboard.
Access Scheduled Exports:
- Navigate to Administration → Data Administration → Export.
- Open the Scheduled Exports tab.
The dashboard provides an overview of every scheduled export and includes the following information:
- Scheduler ID
- Template Name
- Frequency
- Next Run
- Last Run
- Status
- Created By / On
- Last Updated By / On
- Recipients
The Next Run column displays the next scheduled execution time, while the Last Run column shows when the export was most recently generated.
Create a Scheduled Export
To create a scheduled export:
- Navigate to Administration → Data Administration → Export.
- Open the Scheduled Exports tab.
- Click + Create Scheduled Export.
Configure the Scheduled Export
Provide the following information:
Export Template
Select the System Template or Custom Template that will be used for the scheduled export.
The selected template determines:
- Record type(s)
- Export columns
- Template Builder fields
- Export format
- Applied filters
- Recipients
Schedule Duration
Specify the period during which the scheduled export should remain active.
- Start Date – The date on which the scheduled export begins.
- End Date – The date on which the scheduled export ends.
Frequency
Select how often the export should run:
- Daily
- Weekly
- Monthly
- Quarterly
- Half-yearly
- Annually
Time
Specify the time of day at which the export should be generated.
OWL automatically executes the export at the configured time.
Delivery Method
Scheduled exports are currently delivered through:
Accessing Completed Exports
When the scheduled execution time is reached:
- OWL automatically starts the export in the background.
- The export is generated using the selected template and configured filters.
- Users can continue working while the export is processed.
- Upon successful completion, the designated recipients receive a notification indicating that the export job has completed successfully.
- Users can log in to OWL, navigate to Administration → Data Administration → Export, and open the Export tab to access the completed export. From the Export Job History, users can select Email Download Link from the Actions menu to receive a secure email containing the download link.
- Clicking the download link downloads a file containing the exported data.
Managing Scheduled Exports
Each scheduled export includes an Actions menu that allows users to manage the schedule.
Pause
Temporarily suspends the scheduled export.
- No exports are generated while the schedule is paused.
- The schedule can be resumed later without creating a new scheduled export.
Edit
Allows users to modify the scheduled export configuration.
Users can update:
- Schedule duration
- Frequency
- Execution time
- Recipients
- Export template
- Filters
The updated configuration is applied to all future scheduled executions.
Remove
The Remove option permanently deletes a scheduled export from the system.
Note: A scheduled export must first be Paused (deactivated) before it can be removed.
To remove a scheduled export:
- Locate the required scheduled export in the Scheduled Exports dashboard.
- From the Actions menu, click Pause to deactivate the schedule.
- Once the schedule is paused, click Remove.
After the scheduled export is removed:
- The schedule is permanently deleted from the system.
- No future exports are generated for the deleted schedule.
- Previously generated export files remain available in the Export Job History.
Daily Export
The Daily schedule automatically generates the export once every day at the configured time throughout the specified schedule duration.
Common use cases
- Daily investigation reports
- Daily case summaries
- Daily activity reports
- Daily compliance reports
- Daily operational backups
Example
| Setting | Value |
|---|---|
| Start Date | 01-Aug-2026 |
| End Date | 31-Oct-2026 |
| Frequency | Daily |
| Time | 06:00 PM |
Example explanation: OWL automatically generates the export every day at 6:00 PM (in the organization's configured time zone), starting on 01-Aug-2026 and continuing until 31-Oct-2026. After each successful export, the designated recipients can access the export from the Export tab and obtain the download link through the Email Download Link action.
Weekly Export
The Weekly schedule automatically generates the export once every week on the selected day and at the configured time throughout the specified schedule duration.
Users can select the day of the week on which the export should be generated.
Common use cases
- Weekly investigation summaries
- Weekly management reports
- Weekly workload reports
- Weekly audit reports
- Weekly intelligence sharing reports
Example
| Setting | Value |
|---|---|
| Start Date | 01-Aug-2026 |
| Frequency | Weekly |
| Day | Monday |
| Time | 09:00 AM |
Example explanation: OWL automatically generates the export every Monday at 9:00 AM (in the organization's configured time zone). After each successful export, the designated recipients can access the export from the Export tab and obtain the download link through the Email Download Link action.
Monthly Export
The Monthly schedule automatically generates the export once every month on the selected day of the month and at the configured time throughout the specified schedule duration.
Users can select the day of the month on which the export should be generated.
Common use cases
- Monthly compliance reports
- Monthly case statistics
- Monthly audit reports
- Monthly archival reports
Example
| Setting | Value |
|---|---|
| Start Date | 01-Aug-2026 |
| Frequency | Monthly |
| Day of Month | 1 |
| Time | 08:00 AM |
Example explanation: OWL automatically generates the export on the 1st day of every month at 8:00 AM (in the organization's configured time zone). After each successful export, the designated recipients can access the export from the Export tab and obtain the download link through the Email Download Link action.
Quarterly Export
The Quarterly schedule automatically generates the export once every three months at the configured time throughout the specified schedule duration.
Users can configure the schedule to generate exports quarterly based on the selected start date and time.
Common use cases
- Quarterly investigation summaries
- Quarterly compliance reports
- Quarterly performance reports
- Quarterly audit reports
- Quarterly operational reviews
Example
| Setting | Value |
|---|---|
| Start Date | 01-Aug-2026 |
| Frequency | Quarterly |
| Time | 09:00 AM |
Example explanation: OWL automatically generates the export once every three months at 9:00 AM (in the organization's configured time zone), starting from the configured schedule date and continuing throughout the specified schedule duration. After each successful export, the designated recipients can access the export from the Export tab and obtain the download link through the Email Download Link action.
Half-yearly Export
The Half-yearly schedule automatically generates the export once every six months at the configured time throughout the specified schedule duration.
Users can configure the schedule to generate exports at six-month intervals based on the selected start date and time.
Common use cases
- Half-yearly investigation reviews
- Half-yearly compliance reports
- Half-yearly audit reports
- Half-yearly performance assessments
- Half-yearly archival reports
Example
| Setting | Value |
|---|---|
| Start Date | 01-Aug-2026 |
| Frequency | Half-yearly |
| Time | 08:00 AM |
Example explanation: OWL automatically generates the export once every six months at 8:00 AM (in the organization's configured time zone), starting from the configured schedule date and continuing throughout the specified schedule duration. After each successful export, the designated recipients can access the export from the Export tab and obtain the download link through the Email Download Link action.
Annually Export
The Annually schedule automatically generates the export once every year at the configured time throughout the specified schedule duration.
Users can configure the schedule to generate exports annually based on the selected start date and time.
Common use cases
- Annual investigation summaries
- Annual compliance reports
- Annual audit reports
- Annual performance reviews
- Annual data archival and backup reports
Example
| Setting | Value |
|---|---|
| Start Date | 01-Aug-2026 |
| Frequency | Annually |
| Time | 08:00 AM |
Example explanation: OWL automatically generates the export once every year at 8:00 AM (in the organization's configured time zone), starting from the configured schedule date and continuing throughout the specified schedule duration. After each successful export, the designated recipients can access the export from the Export tab and obtain the download link through the Email Download Link action.