After you share a dashboard, you can notify users of updates by automatically emailing the latest version on a schedule you configure. In this article, you'll learn to email dashboards to other agents, admins, and groups. On Enterprise plans, you can alsoemail dashboards to end users.
This article contains the following topics:
Scheduling a dashboard delivery
After youopen a dashboard, you can schedule a delivery to one or more groups.
To schedule a dashboard delivery
- In an Explore dashboard that you have previouslyshared, copy the URL of the dashboard from your browser address bar (you'll need it later), then clickSchedule.
- On theScheduled deliveriespage, you'll see any delivery schedules you previously configured. ClickNew schedule.
Tip:If you want to see scheduled dashboard deliveries from all Explore users, you must have admin permissions. For details, seeReviewing all scheduled deliveriesin this article. - On theSchedule deliverypage, configure the following options:
- Scheduled:Use the drop-down lists to configure the time and recurrence for when each dashboard should be run.
Note that thescheduledtime isn’t exactly the same as thedeliverytime. The scheduled time of a dashboard is the point in time at which the dashboard’s reports are calculated using the data that's currently synced in Explore. Meaning, if you schedule a dashboard for 9 AM, recipients might not get the dashboard until sometime after 9 AM, but the reports they see when they do get the dashboard will reflect the data that existed in Explore as of 9 AM.
For complex reports or large sets of data, it might take some time for the data to be calculated and sent before the dashboard reaches recipients.
Note:If you're scheduling a dashboard that should return data for the entire previous day, make sure to schedule it for 2 AM or later.Explore's data synccan take up to two hours to complete, so scheduling your delivery for 2 AM ensures that the previous day's data has fully synced before the dashboard is sent. - Subject:Type the email subject and the message. The text in {{brackets}} will automatically be replaced with the dashboard name.
- Message:Type the message that users will receive with the report. The text in {{brackets}} will automatically be replaced with the dashboard name.
If you want users to access the dashboard in Explore, ensure that you paste the dashboard URL in the message body, as this is not automatically generated. If you don't do this, then users will receive only a copy of the dashboard in the formats you specify in theIncludessection.
If the URL to the dashboard is very long, consider using a URL shortener likeBitlyto reduce its length and make your message easier to read.
- Include:Select one or more delivery formats. Choose from:
- Image:Sends the dashboard as an image (.png) file for each tab.
- PDF:Sends the dashboard as a single PDF (.pdf) file that includes all tabs.
- Excel:Sends the dashboard as an Excel (.xlsx) file for each tab.
- CSV:Sends each report as a comma-separated values (.csv) file. The .csv files for each tab are compressed as a .zip file.Note:Scheduled deliveries have an email attachment limit of 20 MB. If the total attachment size exceeds 20 MB, the email won't be delivered. To avoid hitting this limit when scheduling large dashboards, refrain from using both Image and PDF formats at the same time.
- Scheduled:Use the drop-down lists to configure the time and recurrence for when each dashboard should be run.
- When you're finished, clickSelect recipients.
- On the next page, choose the groups or users to send the dashboard to. You can begin typing a group or user name in the search box, and then select it once it's displayed in the list.
If you don't see any groups or users as you start typing, ensure you are an Explore admin with permission to edit the dashboard.
Tip:If you're using Explore Enterprise and want to schedule dashboard deliveries to end users, you must first enable this for each user by adding theexploretag to their user profile. For details, seeSharing dashboards. - When you're finished, clickSchedule.
The schedule you configured is displayed on theScheduled deliveriespage.
Recipients of scheduled deliveries are grouped by language and time zone, with one email sent to each group. If a scheduled delivery fails, a notification email is sent to the owner of the schedule only.
Reviewing all scheduled deliveries
From the Explore admin menu, you can review and delete scheduled deliveries.
- In Explore, click theAdminmenu (
) in the left sidebar. - In the top-middle of the screen, selectDashboard email delivery(
). A list of all scheduled dashboard deliveries is displayed.
- You can select any schedule to view further information about it. Additionally, you can select a schedule and then click删除to remove it.
Modifying an existing scheduled delivery
You can modify an existing scheduled dashboard delivery without deleting it and recreating it from scratch.
To modify an existing scheduled delivery
- Open the dashboardyou want to modify the scheduled delivery for.
Alternatively, you canopen the list of scheduled deliveries, select the delivery you want to modify, and click the name of the dashboard in theSchedule detailspane to be taken to the dashboard.
- ClickSchedule.
- In theScheduled deliverieswindow, click the delivery you want to modify.
- Make any changes to the delivery details or recipients as necessary. SeeScheduling a dashboard deliveryfor help.
- When you're done, clickUpdate.
Deleting a scheduled delivery
In addition to being able to delete a delivery whenreviewing all scheduled deliveries, you can delete a delivery you previously configured from theScheduled deliverypage.
- Open the dashboardyou want to modify the scheduled delivery for.
- ClickSchedule.
- In theScheduled deliverieswindow, hover over the delivery you want to delete, click the options menu (
), and then click删除.
The schedule is deleted and users will no longer receive emails.
64 Comments
Hi there,
Is there a way to schedule a delivery which links to the dashboard itself, rather than an image/PDF, so that staff are reminded that an updated report is available, but can still use the interactivity that comes with accessing the dashboard?
Thanks!
Hey Bex! You can paste the URL to the dashboard within theMessageoption on theSchedule deliverypage when setting your scheduled delivery.
This will give your users a way to navigate straight to the dashboard URL from the email that is sent (more details in the above article under 'Step 3')
Hope this helps!
Hi all, if i schedule a delivery to an agent , will that email his primary email from his profile, or i can choose another email?
I have tested it directly on my end and Dashboard delivery can only be sent on the primary email address of a user. As it turns out, there's no option to send it to the secondary email.
Hi,
If I want to get a time frame from last Friday till this Friday, and schedule the delivery every Friday, how should I set it up? Any insights on how the date frame works with the schedule function would help a lot. Thanks.
HeyYing!
尝试设置仪表板日期过滤器”7days ago to end of today". Then when you schedule the delivery at end of day Friday, it should give you that 8-day week of last Friday through today Friday.
Hello,
I wanted to revisit the caseCesar Jimenez(https://support.zendesk.com/hc/en-us/articles/4408843602714/comments/4412484001050) raised a while back where it was not possible to schedule a report to be sent at the end of each month regardless of the number of days for that month(28,29,30,31).
Is there any progress on that and can we expect such enhancements in the near future? The need to change the report scheduling each month to align with the last day to get the monthly reports is very inconvinient.
I don't believe there's any progress to report. For the best visibility to our product team, and to allow other users to weigh in and upvote, would you mind creating a post in ourFeedback - Reporting and analytics (Explore)topic, using thistemplateto format your feedback? Thanks!
Hey Dave,
谢谢你的反馈!我创建了一个新的feedback post to be evaluated by our product team -https://support.zendesk.com/hc/en-us/community/posts/4913485964314-Feature-request-Support-for-end-of-month-schedule-date-of-dashboards
Iwant to send dashboard out, weekly, filtered to an individual assignee name (and each team member, have that same dashboard, filtered just down to their name)
Can this be done?
@...
There is an article I read on here, about editing the filter to use 'Promote to use a URL Paramter'
I followed the instructions, shared the link, doesn't work
is that article wrong or redundant?
Hi Team
有能力设置多个计划but for different time ranges in the same dashboard? Tried doing it with bookmarks but it doesn't work well. For example if we wanted the same dashboard to be delivered on a Monday with previous week data, and with MTD data and YTD data, how do we set schedules so all 3 reports can be obtained? There is a time filter in the dashboard but the time range stays the same across the 3 schedules.
Is it possible to update an existing scheduled delivery to add/update users, update the delivery date and time and/or update the subject or message?
HiJudy Correia, it sure is! I've updated this article with a new topic abouthow to update an existing scheduled delivery.
I'm afraid that is not possible. A workaround is to to create separate (duplicate) dashboards with different bookmarked time filters/ranges, and then set the same delivery schedules for these dashboard.
Can we schedule report/dashboard to be sent to a folder on SFTP server?
At this stage, exports from Zendesk Explore are limited to email and direct download only - we do not provide an SFTP/FTP service that would allow you to access a remote server to retrieve your Explore data. If you were looking to schedule reports to be sent on a regular basis, then the only option at this point in time would be to export these to an email address and store the exported data somewhere that Power BI can access.
I understand that this would likely be a manual process and is not ideal, but I would encourage you to create a new post in theExplore Product Feedback topicin our community to engage with other users who have similar needs and discuss possible workarounds. Conversations with a high level of engagement ultimately get flagged for product managers to review when they go through roadmap planning. I hope this answers your question. Thank you!
Hello Amit, we are exporting dashboards as tables from Zendesk explore into an email and then use microsoft flows for automation, whenever an email arrives, it sends it to an SFTP server where we import the data into our data warehouse.
Combining bookmarks and scheduled delivery, is it possible to send a report using a different bookmark setting? This will allow me to still have a default view and then have it different for another scheduled delivery. Like I have a daily view, but when the report goes out once a week, it will show weekly view.
This is not possible at this time. All recipients of a scheduled delivery will receive a copy of the same data, based on the default filters/pinned bookmark. There's no option yet to have dynamic bookmarks for reports that adjust the filters based on the recipient or user currently viewing the report. If you have time, I would suggest that you upvote or add a comment to a related feature request thread here:Request to get 'Variable filters' working in Explore. Based on the most recent update from Product on that thread, dynamic filters will be available soon in Explore dashboard, but it may take longer for this to be available for scheduled deliveries. If you can add more details about your use case, then that would really be helpful for Product as they go through the planning for this feature.
Why can't I schedule a dashboard report I created that is beta? I created a report that I love but my thinking is because it says beta, I cannot schedule it for delivery.
Please help, cloning it did not work.
Scheduling dashboards (beta) is currently not available and will be available in the new experience.
Hereyou can find the full list of features we plan to have in the new dashboard builder. I hope this answers your question. Thank you!
When is the new experience going to be released? I am trying to avoid having to re-create the report in classic.
As of the moment, we don't have any timeline for when it's going to be released. It might take until the end of 2023 for it to be ready for the GA. I would suggest following ourZendesk updates here.
I hope this helps. Thank you!
Is there any way to remove the Explore banner from the scheduled dashboard emails that are sent?
As it turns out, there's no option yet to remove the Explore banner on scheduled deliveries.
It would be REALLY GREAT if:
Hi there,
Is there any plan to make it possible to schedulereports, without adding them to adashboard?
I get a lot of requests for individual reports, and don't want to create a dashboard containing just one report every time. It seems like you should be able to schedule a single report.
Many thanks,
Steven.
Pleasesign into leave a comment.