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Email Schedules

Knowledge Checkpoint

We think it would be best if you have a clear understanding of these concepts before reading this documentation:

Email Schedules allow admins/analysts to schedule a report/dashboard to be send to a group of recipients via email. The feature can apply to multiple use cases such as:

  • Daily summary metrics email to send to management team every morning.
  • Weekly export of data via email to multiple external partners outside of your company (with each partner only see their own data).
  • Email alert so you get email notification when something wrong happens.

Managing Email Schedules

You can manage email schedules 2 ways:

  • Individual Dashboard: In the dashboard view page, click on Export > Schedule Exports date_range. This includes all types of export schedules. You can also go to Dashboard Preferences > Schedules then select Send All to immediately send all email schedules, or New Schedule to create new email schedule.
  • All Email Schedules: Click on the Tools icon build > Schedules. Then select Email Schedules email tab.
    To manage invidual schedule, click on the more_horiz icon in the corresponding email schedule. Select Job History to see past email schedules and Manage Recipients to see recipients to add / remove recipients accross all email schedules.

Setting Up Email Schedule

To setup email schedule for a dashboard, in the dashboard view page, click on Export > Schedule Export

You'll see the following form:

In order to set up your email schedule, you need fulfill these following information:

  • Recipients: List of email addresses (separated by commas ,)
  • Frequency: Select your scheduling frequency here (every X hours, daily, weekly, monthly, etc)
  • Attachments: You can attach your dashboards as PNG/PDF/CSV/Excel (.xlsx)/Inline widgets.
  • Filters: You can modify the filter conditions prior to sending out each email. You can only modify filters that have been created for the dashboard. Modifying the filter conditions will not affect the main dashboard.
  • Customize Email Content: Edit Email Subject and Email Body. If you leave the subject blank, we will use the title of dashboard as default. You can use 2 dynamic variables: {{$today}}, {{$yesterday}}. Refer to Dynamic Variable Support for more information.
  • Advanced Settings:
    • Include link to Dashboard: By checking this box, you can include link to Dashboard in your email as well. Do note that only users with a Holistics user account and have access to the dashboard itself will be able to access the link.
    • Show dashboard filters: You can show/hide the filter values of the email schedule in the email's body.
Note
  • It's likely that the email will not arrive at the exact timing scheduled, this is because they need to wait for the query to execute.
  • We use a reliable third party email service to deliver email. If for some reason when sending the email we cannot reach the 3rd-party service, we retry up to 3 times before raising error.
  • Even if the reports have cached data, email schedules will bypass the cache and re-execute the queries. This is to ensure it'll get the most up-to-date data.

Dynamic Variables Support

We support 2 variables {{$today}}, {{$yesterday}} that you can pass in the email body and subject. This helps you easily keep track the date the email is sent.

Example: A subject like this Sales report for {{$today}} will become Sales report for 2018-05-8 Tue when it is sent

Setting Sender Name & Email Address

We allow customizing sender name and address of these scheduled email. You can find this in Admin Settings.

Failure Notification

If for some reason, the email schedule fails to run and deliver, the report owner will be notified via email on the failure.

If you want to add your Data team mailing list to the group, you can set the Email Failure Recipients List option (in Admin Settings)

Note

Email Schedule always uses updated data from the user's database (does not fetch data from our cache).






Let us know what you think about this document :)