Scheduled Export

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:

1. Navigate to Administration → Data Administration → Export.
2. 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

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:

1. Navigate to Administration → Data Administration → Export.
2. Open the Scheduled Exports tab.
3. 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 (if configured)

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

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:

• Email

Recipients

Select one or more users within the organization who should receive the scheduled export.

After each scheduled export is successfully generated, the designated recipients receive a notification. They can then access the Export tab, open the Export Job History, and use the Email Download Link action to receive a secure download link for the exported file.

Accessing Completed Exports

When the scheduled execution time is reached:

1. OWL automatically starts the export in the background.
2. The export is generated using the selected template and configured filters.
3. Users can continue working while the export is processed.
4. Upon successful completion, the designated recipients receive a notification indicating that the export job has completed successfully. 
5. 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. 
6. Clicking the download link downloads a ZIP file containing the exported data. 
7. Users must extract (unzip) the ZIP file to access the exported records. 

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

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

OWL automatically generates the export every day at 6:00 PM, 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

OWL automatically generates the export every Monday at 9:00 AM. 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

OWL automatically generates the export on the 1st day of every month at 8:00 AM. 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.