Microsoft Dynamics 365Data Extraction for Microsoft Dynamics 365

Extract Configuration for Microsoft Dynamics 365

A guide to Extract Configuration for Microsoft Dynamics 365 in Fynapse.

Overview

The Extracts screen allows you to add new extract configurations and run them, as well as view details of already prepared extract configurations so that you can verify them and edit if needed.

Extracts Screen

The Extracts screen comprises the following elements:

  • The Add button - click it to create a new extract configuration
  • The Refresh button - click it to update information about an extract configuration
  • The grid - use it to see a list of all defined extract configurations. The grid has the following columns:
    • Extract name - the name of the extract configuration
    • Data source - the type of data that will be extracted
    • Status - a configuration status:
      • Draft - when a configuration of a particular extract is saved as a draft but not submitted yet
      • Inactive - when a configuration of a particular extract is submitted but a current date is earlier than the start date or the current date is past the end date.

        Note that you will not be able to run an extract configuration that has the Inactive status and the current date is past this configuration end date. The Run now button will not be available.

      • Active - when a configuration of a particular extract is submitted and a current date equals a start date or is past it (and the current date is earlier than an end date if the end date is defined)
    • Start date - the date and time when the configuration starts to be active
    • End date - the last date and time when the configuration has the Active status
    • Created by - the username of a user who saved and submitted the configuration
    • Created on - the date and time when the configuration was created
    • File type - type of an exported file
    • Target name - the name of a cloud storage or an external system to which an extract file will be sent, for example, D365

Additionally, you can:

  • Click a particular row to go to the view mode screen of the selected extract configuration. To go back to the Extracts screen, click the X button.
  • Sort columns ascending or descending and set their visibility by clicking the three dot icon next to the names of columns
  • Filter content within each column to find particular information

Edit Extraction Configuration Screen

This screen is displayed if you click an extract configuration that you want to edit. The screen comprises the following elements:

  • The list of already created extract configurations. You can click an extract configuration name to view its details and perform the required actions. To go back to the Extracts screen, click the X button.
  • The action buttons:
    • The Edit button - click it to edit an already saved extract configuration. Depending on the extract configuration status you will be able to edit:
      • All of the settings within this configuration if the extract configuration has the Draft status
      • A start date and time and an end date and time in the Effective dates section and a description if the extract configuration has the Inactive status and it has not been started yet (the current date is earlier than the start date for this extract configuration)

        You cannot edit the extract configuration which already ended (i.e. a current date is later than the dates defined in the Effective dates section).

      • An extract configuration description as well as an end date and time (in the Effective dates section) if the extract configuration has the Active status
    • The Clone button - click it to clone a selected extract configuration
    • The Run now button - click it to run a submitted extract configuration to extract data at a current time.

      Note that you will not be able to run an extract configuration that has the Inactive status and the current date is past this configuration end date. The Run now button will not be available.

    • Delete - click it to delete an extract configuration. This button is available only for the extract configurations that have the Draft status.

New Extraction Configuration Screen

This screen is displayed when you click the Add button on the Extracts screen. It allows you to define a new extract configuration. The screen comprises the following elements:

  • The list of already created extract configurations.
  • The action buttons:
    • The Save draft button - click it to save the extract configuration you are currently working on without submitting it. Such extract configuration will have the Draft status and will be visible only to you.
    • The Submit extract button - click it to save and submit an extract configuration in Fynapse. After clicking this button other users will be able to see your extract configuration. You will not be able to delete it and the editing options will be limited.
    • The Cancel button - click it to discard an extract configuration. The process of defining the extract configuration will be cancelled and unsaved changes will be lost.
    • The Run now button - click it to run a submitted extract configuration to extract data at a current time. The button is available for a new extract configuration after clicking the Submit extract button but it is not available for the extract configuration that has the Inactive status and the current date is past this configuration end date.

The extract configuration can be divided into three panels:

  • Information - this panel comprises all basic settings of the configuration such as:
    • Details - a name of an extract configuration and an optional description. We recommend keeping the names of extract configurations unique across the system.
    • Effective dates - dates and time when the extract configuration will be active
    • Destination - settings such as a target name and configuration name
  • Data definition - this panel allows you to define further details of the extract configuration. It comprises of:
    • Query criteria - allows you to define a new query for data extraction based on selected sets of attributes. This panel comprises:
      • The Set query attributes to extract only selected data checkbox - select this checkbox to enable the Attributes list and narrow down data that will be extracted
      • The Attributes list - the list is enabled after selecting the Set query attributes to extract only the selected data checkbox. Use it to select the attributes that you want to use to define a query.
      • The Add button - click it to add another operator
      • The Match any button - click it if one of the defined conditions has to be met
      • The Match all button - click it if all defined conditions have to be met
  • Scheduler - this panel allows you to configure an exact date and time as well as frequency when a particular extract configuration should be run. This panel comprises:
    • Scheduler type - use this section to decide if your configuration will be run on specific dates or on a basis of a defined frequency
      • Disabled - if you choose this option, then you do not need to configure the scheduler and you will have to run your extract configuration manually, that is by clicking the Run now button.

        To enable a previously disabled scheduler for a particular extract configuration, this extract configuration must have the Draft status.

      • Specific dates - if you choose this option, then you need to define at least one date and time and this date must be included within the Effective dates (you will not be able to choose from the calendar not included dates). To add another specific date (it denotes another repetition of the data extraction), click the Add button. Note that each specific date can be used only once. To delete the specific date, click the trash icon. To see some examples, refer to the Types of Data Extraction section.
      • Frequency - if you choose this option, then you need to define at least one configuration in Primary frequency. This panel comprises:
        • Primary frequency:
          • The Repeat list - use it to select how often the extract configuration must be triggered. You can select a particular option only once.
          • Time settings - use it to set when exactly the extract configuration must be triggered. The type of time setting depends on the option you select from the Repeat list. To learn more about time settings, refer to the Time Zone Support in the Scheduler section.
          • The Add button - click it to add another time setting (it denotes another repetition of the data extraction within a given frequency)
          • The trash icon - click it to delete a particular setting row
        • Additional frequency - contains the same settings as the Primary frequency panel. You can select a particular option only once. To delete a particular setting row, click the trash icon.
        • The Add additional frequency button - use it to add another frequency setting
        • The trash bin icon - click it to delete a particular additional frequency

Tutorials

  1. Go to Configuration > Extracts.
  2. Click the Add button.
  3. Provide basic information about your extract configuration:
    1. Type a name (we recommend keeping the names of extract configurations unique across the system) and optionally a description.

      While typing the name of an extract configuration, you can use upper-case and lower-case letters, digits, spaces, periods, exclamation marks, parentheses, hyphens, and underscore characters. We do not recommend using other special characters because it can cause problems while sending and downloading extract files.

    2. Configure the dates and time during which your extract configuration will be active by defining the Effective dates. You need to provide a start date and time. To configure an end date and time, click the Set End date and End time check box.
    3. From the Target name list, select D365.
    4. From the D365 configuration name list, select the name of a proper configuration that you want to use to map data between Fynapse and Microsoft Dynamics 365. You can have more than one configuration to choose from.

      The configurations are defined in Configuration > D365 Configurations.

    5. At this point, you can save your configuration as a draft by clicking the Save draft button. If you saved your work then to continue configuring you need to click the Edit button.
  4. Select the Set query attributes to extract only selected data checkbox to configure a query to determine which data will be extracted:
    1. To filter by certain attributes click the Attributes field to see a list of attributes. To select a particular attribute click it.
    2. You must define filters for previously selected attributes by adding operators and configuring their values. To add another operator to the selected attribute, click the Add button.
  5. Configure a scheduler to extract data at a defined time by selecting on which base it will be run:

    If you do not want to use the scheduler and run the extract configuration manually, select the Disabled option. Keep in mind that to enable a previously disabled scheduler for a particular extract configuration, this extract configuration must have the Draft status.

    1. If you select the Specific dates option, then by clicking the Add button add as many dates as you need. The number of configured dates denotes how many times data will be extracted. Note that each specific date must be unique, for example, you cannot add this setting 25.07.2023 at 11:00 AM more than once. Additionally, defined dates must be included within the effective dates (defined in step 3b).
    2. If you select the Frequency option:
      1. You need to define at least one configuration in the Primary frequency panel by selecting an option from the Repeat list and configuring its details. Click the Add button to add more settings. To learn more about time settings, refer to the Time Zone Support in the Scheduler section.
      2. If you need more than one frequency, click the Add additional frequency button and configure it in the same way as you did while defining the primary one. Note that each frequency setting must be unique within one frequency base, for example, you cannot add this setting Wednesdays at 11:00 AM more than once.

        If the same schedule time is introduced more than once within one extract configuration, then Fynapse schedules this extract configuration only once for this time.

  6. If you finished creating your extract configuration you can now publish it by clicking the Submit extract button.

    Note that after submitting the extract configuration you will only be able to edit some of its settings and other users will be able to see this configuration.

  7. Confirm your action.
  8. To start the extraction process on the basis of the newly created extract configuration, click the Run now button. The extraction process will start and you will see a proper extraction log in the Extraction Logs grid and the extract file will be sent to Microsoft Dynamics 365.
  1. Go to Configuration > Extracts.
  2. In the grid find an extract configuration that you want to run now.
  3. Click this extract configuration row. You will be redirected to its view mode.

    If you select the extract configuration that has the Draft status you need to click the Submit extract button first to be able to click the Run now button in the next step.

    Note that you will not be able to run an extract configuration that has the Inactive status and the current date is past this configuration end date. The Run now button will not be available.

  4. Click the Run now button. The extraction process will start and you will see a proper extraction log in the Extraction Logs grid and the extract file will be sent to Microsoft Dynamics 365.
  5. To go back to the Extracts screen, click the X button.
  1. Go to Configuration > Extracts.
  2. In the grid find an extract configuration that you want to edit.
  3. Click this extract configuration row. You will be redirected to its view mode.
  4. Click the Edit button. You can edit:
    1. All of the settings within this extract configuration if it has the Draft status
    2. A start date and time and an end date and time in the Effective dates section and a description if the extract configuration has the Inactive status and it has not been started yet (the current date is earlier than the start date for this extract configuration)
    3. An extract configuration description as well as an end date and time (in the Effective dates section) if the extract configuration has the Active status
  5. Click the Save button to save the new extract configuration or the Cancel button to discard your changes.
  6. To go back to the Extracts screen, click the X button.
  1. Go to Configuration > Extracts.
  2. In the grid find an extract configuration that you want to copy.
  3. Click this extract configuration row. You will be redirected to its view mode.
  4. Click the Clone button. The configuration will be cloned with all the settings but under a new name.
  5. Introduce any changes that you need.
  6. Click the Save draft button or the Submit extract button.

    If you save the extract configuration as a draft, then it will be visible only to you. However, if you submit it, you will have a limited possibility to edit it further and you will not be able to delete it.

  7. To go back to the Extracts screen, click the X button.

You can delete an extract configuration only if it has the Draft status.

  1. Go to Configuration > Extracts.
  2. In the grid find an extract configuration that you want to delete.
  3. Click this extract configuration row. You will be redirected to its view mode.
  4. Click the Delete button.
  5. Confirm your action. The extract configuration will be deleted.
  6. To go back to the Extracts screen, click the X button.

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