Version: Yurbi v11
Role: Agent and higher
Permission: Agent with view permission to the library folders
Scheduling a report or dashboard allows the receiver to get a snapshot of it delivered to at their email address, presenting them with the sender’s default view and respective data security settings.
Let us dive into the process:
Click on the Library button, which is found next to the Home button.
Choose between the Public or Private subsection.
Select the folder where the report or dashboard is nestled in
Scheduling using Share Option
Here is the 1st method when scheduling a library report or dashboard via Share option.
Click the down arrow at the end of the report or dashboard.
An action menu will appear Choose the Share option.
Select Schedule
Click Next.
Specify the scheduling details, including when the report or dashboard should be shared and its frequency.
When setting a report's schedule, if you adjust the start date to a day in the past, for example, yesterday, the scheduler interprets this as a missed action and will promptly send out an email.
Keep in mind, this email won't contain yesterday's data but the current data at the time of sending. This technique is useful for triggering an instant email from the scheduler.
Click Next.
From the left panel, select your intended recipients.
Only individuals with access to the report will appear in the list of potential recipients.
To restrict the recipient list to members of the user's own group, you can activate 'tenant mode.' For guidance on enabling this setting, please click here.
Use the arrows to move the selected recipients to the right panel.
Enabling Bulk Email Option to schedule a report or dashboard
Note: There is an option that can be turned on at the server level to enable sending to non-defined recipients. Here is a preview on what would that look like.
Click Next.
Fill in your email subject and body.
From the drop-down menu, select your preferred Format
For DataGrid reports, you will have these options.
For Dashboards, this is the only available option
Click Next
Scheduling Reports with Prompts
If your report includes prompts (like location, customer, or date range), you'll need to select the desired values for these prompts before scheduling.
- The values you choose will be saved with the scheduled report, ensuring it caters to the specific audience you're targeting.
- It's a standard practice to set up a report with prompts (like location, customer, or date range ) and then, during scheduling, specify the prompt values based on who will receive the report.
Click Finish
Once in the Preview section, click Save to finalize your settings.
Keep in mind that if the report does not have a prompt, it will automatically direct you to the preview section.
Your preview of the report or dashboard will be based on the prompt you have configured, if there is any.
Scheduling using Schedule Option
Here is the 2nd method when scheduling a library report or dashboard via Schedule option.
Click the down arrow at the end of the report or dashboard.
An action menu will appear, from there select Schedule and follow the steps as mentioned above.
Understanding Data Security in Reports
- Keep in mind that when you share reports with other recipients, what they receive will depend on their particular data access permissions. Therefore, they might see different results from what appears in your scheduled report if their access to data is more restricted or different.
- Additionally, it's worth noting that the report scheduler is designed not to send out empty emails. This means if the report contains zero records and essentially has no data, the scheduler will not send an email. Emails are dispatched only when there is actual data to report.
And there you have it! You now know how to schedule a report or a dashboard using two methods!