How to set an engagement to refresh its data automatically
Overview
Data Refresh automatically collects a client's accounting data again on a schedule you set, with no action required from the client.
You configure it per engagement and choose how often it runs. An engagement can be refreshed once per day.
Before you can use it
Data Refresh works by reusing the connection the client set up when they last shared their data, so an engagement has to meet all of the following.
| Requirement | Detail |
|---|---|
| Data Refresh enabled | Data Refresh has to be switched on for your portal. If you cannot see the option on an engagement, contact your Validis representative. |
| A supported package | The original upload must have been made from one of the supported online packages: NetSuite, Sage Intacct, MYOB, Sage Business, QuickBooks Online, or Xero. |
| At least one upload | The client must already have completed an upload on the engagement. There is no connection to reuse until they have. |
| Terms accepted | The client contact must have signed in to the engagement and accepted any terms and conditions on it. |
| A valid connection | After the initial upload the authorisation is renewed every time data is collected successfully. |
Setting up an automated refresh
Step 1
Open the engagement for editing
On the Engagements tab of the dashboard, find the engagement, select the three dots in the Actions column, then select Edit Engagement.
The Actions menu for a single engagement.
Step 2
Choose the frequency and start date
Scroll down to Additional settings and tick Data Refresh. The Automated Refresh Schedule options appear underneath, offering Daily, Monthly, Quarterly, and Annually.
The Start date is the date you want the first refresh to happen. Always choose a date in the future. It is not today's date, and it is not the date of the last upload. Set it to the day the data should first be collected, and the schedule then runs on from there.
Data Refresh, with the schedule options and the Start date field.
Step 3
Save the engagement
Select Save at the bottom of the page. Cancel leaves the engagement as it was.
Save and Cancel sit at the bottom of the page.
To change the schedule later, or stop it, open Edit Engagement again and either pick a different frequency or untick Data Refresh.