Email Subscriptions for Embed Users

UNDER DEVELOPMENT

This feature is under development. Target GA: January 2026.

If you'd like early access, contact [email protected] to join the waitlist.

Introduction

Email Subscriptions let embed users schedule dashboards to be emailed automatically, so they can stay up to date without logging into your app.

Embed User Experience

Once you enable Email Subscriptions, your embed users can create and manage their own email schedules directly.

Demo

The final UI may differ from what is shown in these videos.

Creating an Email Subscription

Users can subscribe to dashboards and receive reports on a schedule that works for them. They can customize what they receive by choosing the frequency, applying filters, and selecting a format like PNG, PDF, CSV, or Excel.

Managing Email Subscriptions

Users can view, edit, pause, or delete their subscriptions from the subscription management panel.

How to Set Up Email Subscriptions in Embed Portal

To enable Email Subscriptions, you need to provide user identity and user email, then enable dashboard export and data subscription permissions. See the sample code below for details.

Full setup (recommended)

const embed_payload = {
  // your embed portal information
  object_type: 'EmbedPortal',
  object_name: 'your_portal_name',

  // 1) Required: embed user identity (used to own/manage subscriptions)
  embed_user_id: 'user_123',

  // Optional: organization identifier (recommended for multi-tenant; user identified by embed_org_id + embed_user_id)
  embed_org_id: 'org_123',

  // 2) Required: Email address where subscription emails will be delivered
  embed_user_email: '[email protected]',

  // 3) Recommended: User attributes used for row-level permissions
  user_attributes: {
    region: 'APAC',
    company_id: 123,
  },

  settings: {
    // 4) Required: embed users need dashboard export permission to set up email subscriptions
    allow_dashboard_export: true,

    // 5) Required: enable the Email Subscriptions feature
    allow_data_subscribe: true,

    // 6) Optional: allow raw data formats (CSV/Excel) in email subscriptions
    allow_raw_data_export: true,
  }
}

Minimal setup (required only)

const embed_payload = {
  object_type: 'EmbedPortal',
  object_name: 'your_portal_name',
  embed_user_id: 'user_123',
  embed_user_email: '[email protected]',
  settings: {
    allow_dashboard_export: true,
    allow_data_subscribe: true,
  },
}

Persisted Embed User Context

Email Subscriptions run on a schedule and may execute when an embed user is not actively using your application. To support this, Holistics stores a minimal set of embed user context from your embed payload so subscriptions can execute reliably and with the correct access controls.

What’s Stored and How It’s Used

When an embed user accesses the embedded iframe, Holistics stores:

• Identity: embed_user_id and embed_org_id (if provided). Used to identify the embed user and retrieve the correct stored context.
• Delivery email: embed_user_email. Where subscription emails are sent
• Row-level permission attributes: user_attributes. Used to apply row-level permissions during subscription execution
• permissions and settings: Used to validate what the embed user can export when generating the subscription output (dashboard access and available formats).

When a subscription runs, Holistics uses the latest stored embed user context to generate and deliver the email. Holistics only stores what’s needed to execute embedded queries and subscriptions—no additional user profile data.

How Users Are Identified

Holistics identifies an embed user using embed_org_id + embed_user_id (see Identity and Workspace Settings).

How Updates Are Applied

When an embed user accesses the embedded iframe, Holistics updates the stored embed user context from the latest payload—including embed_user_email, user_attributes, permissions, and settings.

As a result, updates in the embed payload take effect starting with the next scheduled subscription run after that iframe access.

Admin Guide: Managing Email Subscriptions

As an admin, you can view and manage all subscriptions created by your embed users.

Viewing All Email Subscriptions

1. Navigate to Tools → Embedded Analytics
2. Select your embed portal
3. Click Manage subscriptions

From here, admins can see all email subscriptions across your embed users, including their schedules, formats, and delivery status.

Managing User Subscriptions

Admins have full control over user subscriptions:

• Pause: Temporarily stop email delivery without deleting the subscription
• Delete: Permanently remove a subscription
• View details: See subscription configuration and delivery history

FAQ

What happens if embed_user_email changes?

Emails will be delivered to the updated address starting with the next scheduled execution after the embed user accesses the embedded iframe.

Can embed users change the delivery email themselves?

No. The delivery email is controlled by your application via embed_user_email in the embed payload—embed users cannot edit it in the subscription UI. This is intentional to keep email delivery under your control and reduce the risk of data being sent to an unintended address.