Data Operations Scheduler is a common feature in Xero, QuickBooks, and HubSpot.
To set up the automation process you need to select from the menu the following:
Add-ons -> G-Accon for XERO -> Automation -> Data Operations Scheduler in case of G-Accon for Xero or
Add-ons -> G-Accon for QuickBooks -> Automation -> Data Operations Scheduler in case of G-Accon for QuickBooks or
Add-ons -> G-Accon for HubSpot -> Automation -> Data Operations Scheduler in case of G-Accon for HubSpot
In order to automate data refresh/update, customer’s notifications, alerts and snapshot functionality Auto Refresh “On” radio button needs to be selected.
G-Accon for Xero and QuickBooks supports the following update frequencies:
One Time – the update executes only once and stops. In this case, you need to setup exact time. Under “When” category, the exact time needs to be selected.
Hourly – the update executes each hour or you can select the frequency under “When” category, for instance 2 hours.
Daily – the update executes each date at the specified time – at 5am, for example.
Weekly – the update executes at specified weekday and at the specific time. In the below example, the update will be executed every week, on Tuesdays at 7am.
Monthly – the update executes at specified day of the month and at the specific time. In the below example, the update will be executed on 3rd day of the month at 4am.
Auto Refresh process calculates the local time based on Google Spreadsheet timezone. Google Spreadsheet timezone can be found:
File -> Spreadsheet Settings.
The below three options become available if the radio button “On” in Auto Refresh is selected.
“Send email notification in case of success”. If this check box is selected, system automatically sends email(s) to users to notify all data has been successfully updated.
“Send email notification in case of error”. If this check box is selected, system automatically sends email(s) to users with the list of errors and the causes of failures.
“Generate a log of all automatic operations to a separate sheet.” If this check box is selected, system automatically creates a new sheet with the name “Automatic Operations Events Log” and records all automatic events in this sheet. It automatically keeps the total number of rows below 1000. This option helps to identify any issue within the automatic processes.
“Execute Now” button executes last successfully permanently saved configuration. At the same time, it will ignore the recent changes in “Auto Refresh” dialog.
“Apply” button saves “Auto Refresh” configuration permanently.
The total run time of one google script execution cannot exceed 6 minutes. If it takes more than 6 minutes the operation will be terminated without any notification. You can use “Generate a log of all automatic operations to a separate sheet.” option to identify how long the script executes. In case you would hit that limit you can try to split query/report into different spreadsheets.
Any query or report can be excluded from automatic refresh update. In order to make auto refresh process skip query/report, you need to go to “Update/Modify/Delete Pull Mappings”, select “Change Pull Setting” and check “Exclude from Auto Refresh”.