Operational Reports

This topic provides detailed instructions on how to transfer data from the system in different formats, check, and view the history of previous data transfers.

Transferring Data

The Data Transfer feature enables you to download your search results in different formats such as CSV, XML, JSON, or Parquet. This process runs asynchronously, so you can continue working on other tasks while the data transfer happens in the background.

To begin, locate the Data Transfer button on the screen and click it. A drop-down menu offers the various file format options: CSV, XML, JSON, and Parquet.

Each format has a specific use case, so choose the one that suits your needs.

  • CSV is ideal for spreadsheet programs

  • XML is used for structured data

  • JSON is great for Web applications

  • Parquet is a storage format suitable for large datasets, available only if configured in the system.

If there is a last saved search preference, then the default view is the last saved search preference.

After selecting the file format, you are prompted to enter a brief Description of the data transfer. This is a text field where you can add a note that helps you to identify the data transfer later. After providing the description, click the Data Transfer button again to initiate the data transfer process.

Data Transfer Button State

The Data Transfer button is disabled when a data transfer is already in process and enabled again once the current data transfer process is completed.

When the data transfer starts, a message appears on the screen saying, Processing Request along with a loading icon, indicating that the data transfer is in progress. At this point, you have two options, you can either wait for the data transfer to complete or close the message and continue working on other tasks. If you choose to close the message, the data transfer continues in the background.

When the data transfer is finished, a notification message is displayed. If the data transfer is successful, the message indicates that the data transfer is complete, and a link is provided to download the file. If the data transfer fails, an error message is displayed with information on why the data transfer did not succeed.

In either case, you can manually close the message confirmation by clicking Close, or the system automatically closes the message after 10 seconds.

Conditional File Format Availability

The Parquet file format appears in the drop-down menu when the system property ohi.datatransfer.target.db.directory.name is set.

Viewing Data Transfer History

You can view the status and details of all your previous data transfer requests using the Data Transfer History feature. This is useful if you want to track the progress of a current data transfer or check the results of past data transfers.

To access the data transfer history, click Data Transfer History. This opens a side drawer that displays a list of all the previous data transfers, with the most recent at the top. Each entry in the data transfer list includes the following details:

  • Error: If the data transfer fails, an error icon is displayed. Hover over the icon to view a detailed error message explaining the issue.

  • Description: The description provided when the data transfer was initiated.

  • Transfer Initiated At: The date and time when the data transfer began.

  • Initiated By: The name of the user who started the data transfer. This is automatically filtered to show only the data transfers of the current user.

  • Status: Displays the current status of the data transfer. It is displayed as:

    • In Process: The data transfer is still ongoing.

    • Failure: The data transfer has failed.

    • Success: The data transfer has been completed successfully.

  • Transfer Duration: The amount of time it took to complete the data transfer. This is only displayed once the data transfer finishes.

  • Download: A clickable link that allows you to download the transferred file once the process is complete.

To search for specific data transfers, use the Quick Search feature, where you can filter by Description or Status. For more detailed results, use the Advanced Search option, where you can filter by more options such as Description, Status, or Transfer Initiated At (select a specific date). The Data Transfer History list automatically refreshes every 20 seconds while the drawer is open. To manually refresh and view the latest status of your data transfers, click Refresh.

Data Transfer Status Monitoring

Data transfer requests run asynchronously, so you can continue working while the system processes the data transfer. The system constantly updates the status of the data transfer. You can monitor the data transfer through the Data Transfer History or wait for a notification once the data transfer is finished.

The system provides the following real-time updates on the data transfer status.

  • In Process: The data transfer is still being processed.

  • Failure: There was an issue with the data transfer, and it did not succeed. An error message provides more details.

  • Success: The data transfer has completed successfully, and the file can be downloaded.

The system automatically checks the data transfer status by polling the data transfer status endpoint. You can either wait for the data transfer to finish and get notified, or check the Data Transfer History for updates.