Several organizations use a dedicated BI tool to visualize data and generate reports from multiple/various software tools that are used across an organization. Viewing such consolidated data on a single dashboard will provide the management with a clear picture of what’s happening in the organization. In order for this to work, relevant data from multiple business tools need to be exported and pushed into the BI tool for generating reports. 

The data export feature in Freshservice allows you to schedule the export of data and feed it into your BI tool either through a downloadable file or an API URL. 

Scheduling an Export

In order to schedule a data export, 

  • Log into your Freshservice account and click on Analytics from the left sidebar. 

  • Inside Analytics, click on the drop-down menu on the top left corner and select Data Exports

  • Click on the + New Export option present on the top right corner and choose the module for which you wish to schedule a data export.

  • Let’s say you wish to schedule a data export for the Changes module. Click on + New Export and select Changes.

  • In the following screen, you will see the report for the changes module. 

  • Use the view and the filter option to filter the data you wish to export. 

  • You can filter your data based on various parameters such as date, properties, associations, etc. 

  • The export file will contain only the chosen fields and their respective tabular data. 

  • Once done, click on Save & Schedule and a pop-up window will appear on the screen

  • Choose the scheduling interval. It can be daily, weekly, or monthly

  • Enable the toggle switch to generate an API URL. The generated URL will hold the link to the export file. Feeding the API URL into your BI tool will allow it to automatically fetch data from Freshservice. 

  • Once done, click Save

After scheduling the data export, you can view them all under the data exports view under Analytics. The download icon next to each schedule will allow you to browse through the past data and download them if needed. This will be helpful when your BI tool, for some reason, fails to fetch data from the API URL on a particular day. Under such circumstances, you can manually download the data for that particular date and import it into your BI tool. 

There is can also the option delete any of the scheduled data exports from this view.