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      2. Reporting

      Recurring Dataset Scheduling in QuickSight

      What is it?

      The Recurring Dataset feature in AWS QuickSight allows users to automatically schedule the creation and refresh of datasets based on saved filter templates. This refreshes datasets in AWS QuickSight and includes optional support for delivering refreshed datasets to an external SFTP location, if configured.

      Why it matters

      This feature eliminates the need for manual dataset refreshes and streamlines data availability for reporting within AWS QuickSight and external BI tools. For organizations using RedShift and QuickSight, it enhances efficiency and supports timely, consistent data access.

      How does it work?

      Once configured, the recurring dataset process:

      • Automatically generates datasets at defined intervals (monthly, on specific weekdays, or selected dates).

      • Applies user-defined filters and formats (summary or detail).

      • Delivers the refreshed dataset to QuickSight and optionally to an external SFTP destination.

      • Assigns access to a designated QuickSight Author.

      The function is available through a dedicated DATA ANALYSIS menu, which is visible only to users with QuickSight access and RedShift-enabled accounts.

      How to set it up

      Step 1: Create a QuickSight dataset

      1. Navigate to a report (e.g., ACCOUNTING > General Ledger > General Ledger Statements and Reports > Client Profitability Summary).

      2. Choose the dataset format.

      3. Provide a name for the dataset (e.g., Summary Profitability By Office).

      Step 2: Create and assign a Filter Template

      1. Define filters to determine the dataset contents.

      2. Refer to the Filter Template Guide.

      3. Save and assign the Filter Template to the dataset created in Step 1.

      Step 3: Create a Recurring Dataset

      1. Navigate to DATA ANALYSIS > Recurring Datasets.

      2. Click New Recurring Dataset.

      3. Fill in the required details:

        • Report Type: Choose from available reports (e.g., Client Profitability, Job Cost & Billing Summary).

        • Filter Template: Select the template created in Step 2.

        • Dataset Name: Name the dataset for recurrence.

        • Employee: Assign the dataset to a QuickSight Author.

        • Format: Choose Summary or Detail.

        • Override Accounting Period: Optionally override the Filter Template’s date range.

        • Recurrence Schedule:

          • Monthly: Refresh on a specific day each month.

          • Selected Days of Week: Refresh on chosen weekdays.

          • Selected Dates: Refresh on specific calendar dates.

      4. Save the recurrence.

      Step 4: Review and Confirm

      Once saved, the recurring dataset will:

      • Be accessible within QuickSight.

      • Be sent to the configured SFTP location, if applicable.