Share Reports and Dashboards with Scheduled Emails

Set up automatic emailing of dashboards and reports to share a snapshot of project data as an email attachment. You can share this information only with project members.

You can attach multiple dashboards and reports to a single email. The filename of each attached report and dashboard contains a date- and timestamp so you know when it was generated.

The following options are available for the attachment format:

  • Dashboards can be shared only as PDF.
  • Reports can be shared as:

    • PDF
    • CSV
    • XLSX

      When sending reports as XLSX, you can select the option to keep attribute cells merged or unmerged. You can also include active filters in the file. These options are similar to the export options. For more information, see Export File Types.

    • Inline message (HTML)

      Reports shared as inline messages are sent as tables.

    All reports in one email must be sent in the same format.

Generated emails contain an "unsubscribe" link in the footer. Users who unsubscribe from a scheduled email are listed in its configuration in the GoodData Portal.

Contents:

Share Reports and Dashboards with Scheduled Emails

Steps:

  1. Log in to the GoodData Portal, and go to Manage -> Emailing Dashboards.
  2. Click Schedule New Email.
  3. Fill in the fields to configure the scheduled email, and click Save.
    The email is scheduled. The GoodData platform will send the emails as scheduled.

From the Emailing Dashboards tab, you can also:

  • View or modify the configuration of an existing scheduled email
  • Duplicate a scheduled email
  • Delete a scheduled email

If you have an issue with scheduled emails, see Scheduled Email Issues.

Applied Limits

The following limits are applied to scheduled emails:

  • Up to 2,000 automatic emails per project
  • Up to 500 email recipients per project
  • Up to 10 non-project users who can be added to a scheduled email
  • Max 14 MB for the total size of a scheduled email including all attachments
  • A report shared as an inline message is converted to a table and can contain up to:
    • 600 rows
    • 600 columns
    • 4,000 cells in total

    These limits are applied during report generation, and the report is checked against all of them. Whenever any of these limits is exceeded, the report is not generated and is not included in the scheduled email. Instead, the email will display the following message:

    Report '{report_name}' is too large and, as a result, cannot be exported to 'html' format.

    If you have any other attachments configured in the scheduled email, they will not be affected and will be attached to the email.

Data Permissions and Scheduled Emails

Data permissions will apply to the scheduled emails the same way as they are set based on the user level. The data permissions are applied to scheduled emails accordingly because the report will be executed as many times and as many users with different data permissions whom you are sending the email to. That means that each recipient will see only the data that they have permission to view. Any filters will be set to their defaults regardless of what the email recipients have set these filters for themselves.

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