You can easily print reports or export reports for sharing. Another way to share reports is to schedule regular emails for dashboards.
For a list of resources see Insights resources.
Emailing scheduled dashboards
You can schedule email to regularly send a PDF version of an Insights dashboard. You can send the dashboard to any recipient, including people who are not Zendesk Support agents.
To schedule email for an individual report to any agent with Insights access, see Emailing scheduled reports.
To schedule email for a dashboard
- Click the Reporting icon (
) in the sidebar, then click the Insights tab.
- Click Emailing dashboards icon in the upper-right corner.
- Select the Dashboard tabs you want to include.
- Select a Repeats option for the frequency of the email, then select a Time option for the time of day you want to send the email.
- Click Add recipients or define custom subject and message.
- Enter the email recipients for this dashboard in Send a copy to.
Use a comma to separate multiple email addresses.
Note: Agents might have different restrictions to view reports. The agent scheduling the email’s permissions, including user-specific variables are applied to all recipients, regardless of their permissions. - Enter an Email subject and Email message.
- Click Schedule .
The dashboard will be emailed as a PDF to all recipients according the frequency and time that you specified. The PDF will be delivered in portrait orientation only with the same name as your dashboard. There is no way to change the orientation to landscape. For information on changing the dashboard PDF name, see Edit the name of an Insights dashboard's PDF file in our Support tech notes.
Note: The emailed dashboard will reflect the filters applied at the time of scheduling.You can delete the scheduled email at any time, but you can't modify it. To make edits to the email schedule, you must delete the schedule, then create a new one (see Viewing and editing existing schedules).
Emailing scheduled reports to agents
You can schedule email to regularly send reports to agents. You can only schedule email reports to agents who have enabled Insights. Admins cannot enable Insights for agents. Agents must individually activate Insights for their account. See Enabling Insights for yourself.
To schedule email for a report
- Click the Reporting icon (
) in the sidebar, then click the Insights tab.
- Click GoodData in the upper-right corner.
- Click Manage, then click the Emailing Dashboards tab.
- Click Schedule new email.
- Enter the email info, select the dashboard or report you want to send, and set the schedule.
The recipient you add to the email distribution list must be a Zendesk Support agent with access to Insights. Eligible agents auto-populate as you type. If the agent's email is not auto-populating, they may need to activate Insights in their account.
Note: If you have more than 500 agents, the auto-populate might not work. To manually add agents to receive a scheduled report, see the next section Adding agents manually for scheduled reports.
Adding agents manually to receive scheduled reports
If you have more than 500 agents, the auto-populate in New scheduled e-mail in GoodData might not work.
You can manually add agents to receive scheduled reports, but you cannot use their regular email address. Instead, you must enter the agent's GoodData address. To do so, first find the agent's ID in Zendesk Support. The ID is the number in the URL when you view the agent's profile.
Then, use the following convention to create the agent's GoodData address:
zendesk-gooddata+<ZendeskAgentID>@zendesk.com
For example, if the agent's ID is 491697820, the address you enter in GoodData is:
zendesk-gooddata+491697820@zendesk.com
Enter the agent's address in New scheduled e-mail in GoodData. Use a comma to separate multiple agents.
Hiding dashboards and reports and sharing with specific agents
When you create a dashboard or report, it is visible only to you until it's published. After you publish a dashboard or report, it becomes visible to everyone. If you publish only your dashboard, all reports on the dashboard will become visible as well. You can hide your dashboards afterwards, but all reports and metrics are still findable.
To hide reports or metrics on a dashboard, you need to turn them into individual personal objects. Personal objects can be viewed only by you, but can also be shared and viewed by anyone who has a link.

- At the top right-hand corner of your report, click the Options drop-down menu, then select Settings.
- In Settings, deselect Visible to all users.
- Click Save.
The report is now hidden. To make the report visible again, click the eye icon (
) at the top of the report.
Note: If you hide an object you do not own, keep the link. You will no longer have access to the object without the link.
- Send the URL to your report or metric to the user.
If you are a project administrator, you can lock hidden objects or choose to see hidden reports by selecting "Show hidden reports" at the top of the reports tab.
Viewing and editing existing email schedules
In the Emailing Dashboards tab, you can view all visible schedules any agent in your Zendesk has created and perform edits.
To access the Emailing Dashboards tab
- Click the Reporting icon (
) in the sidebar, then click the Insights tab.
- Click GoodData in the upper-right corner.
- Click Manage, then click the Emailing Dashboards tab.
In the Emailing Dashboards tab, you will see your email schedules divided into two different categories:
- Global schedules are the dashboards emailed to only your agents with access to Insights (see Emailing scheduled reports to agents). You can click the schedule name to make edits to the schedule. In the Controls column on the far right, you can duplicate or delete the schedule.
- Private schedules are the dashboards emailed to any recipient (see Emailing scheduled dashboards). Since these dashboards can be emailed to end users, you can view the email addresses the dashboard is sent to under the Copy Emailed to column. You cannot perform any edits to private schedules, and instead must delete the dashboard email schedule under Controls, then create a new one.
Downloading a dashboard tab as a PDF
You can download a PDF of all the reports in a dashboard tab to send or print.
- In Insights, open the dashboard tab you want to download or print.
- Click the Download PDF icon in the upper-right.
The PDF automatically downloads when it's ready.
- Save the PDF.
After save the PDF you can share it or print it.
Exporting reports
You can export a report while you are viewing the open report or from a dashboard without opening the report.
- In Insights, open the dashboard tab with the report you want to export.
- Click the title of the report.
- Click Export in the bottom-left of the report, then select an export option.
- In the dashboard, click the menu beside the report title of the report you want to download.
- Click Download as, then select an option from the drop-down menu.
The file automatically downloads.
46 Comments
I'm still getting this message when trying to add an external email to the list of recipients: "Reports can only be sent to valid project members. Please double-check ..."
Adrian, you can only add external email recipients to emails you schedule via the dashboards, not via the 'Manage > Emailing Dashboards' page. Check this section of the article above: https://support.zendesk.com/hc/en-us/articles/203662426-Sharing-reports-in-Insights-Plus-and-Enterprise-#topic_tld_pzy_nr
Thanks Mike, that resolved my issue. So just to confirm, only private schedules can be mailed to external users.
Hey Adrian - you can email (pdf) any dashboard within your insights project, so long as it's done via the 'Scheduled Dashboard email' feature and not through the 'Manage > Emailing Dashboards' page.
Hi Mike,
you mention "you can only add external email recipients to emails you schedule via the dashboards, not via the 'Manage > Emailing Dashboards' page."
What if the user you are trying to send the report to is a Light Agent?
Ultimately what I'm trying to do is have a report email with a PDF and XLSX attachment sent to a light agent. Is THAT possible through Good Data Manage page?
Through some more investigation.... I found a way to do this:
-The user must be a light agent OR a full agent.
-The user MUST activate insights (click on reporting, click insights tab, click GET STARTED)
Once the user has activated insights, they will now be able to be added on the reports page through the Manage tab and receive reports containing PDF and XLSX or other formats listed in there.
(if its not working, check that light agents have access to view reports in settings --> agent and ensure they "can view only")
How do I schedule an email for a report? It needs to be sent out weekly for Business days Mon-Friday of past week.
@Kshama: I'm pretty sure you can only schedule a dashboard. If you pop the report/s you want to send onto a dashboard, then click the little "clock" icon in the top-right corner, you should find what you need.
Terry
You can schedule reports too. But you can only send them to Agents, not end users.
You have to set this up within GoodData, under Manage>Emailing Dashboards (confusing isn't it?)
The '+Schedule New Email' button gives the option to select 'Reports' as well as dashboards.
@Graeme: Thanks! You learn something new every day!
Thank you Terry and Graeme. The solutions don't let me schedule by Business week.
e.g: I need the scheduled email to send out report by 8am Tuesday morning for Monday-Friday(past business week). Current settings don't allow for it.
My need doesn't fall under the option "past 7 day". ANy idea?
Kshama
You should schedule your report to run on Tuesday at 8am.
Use the report filter to restrict the dates for the required week. You have the choice of weeks running from either:
You set the filter to run for 'last week'.
Here is an example of the date created being filtered for last week using the Monday to Sunday version of the week.
Ensure that you include the Week\ Year version of the date or you may get unexpected results.
Thank you
Please enable reports delivery to non-users too!
My team is actually going through a lot of troubles to export via APIs the very same reports and send them to our customers.
Hi Serena,
Although you cannot send an individual report to a non-user, you can send a dashboard out to non-users! You could just embed the report you want them to see in a dashboard, then create a scheduled email of the dashboard to those users. That should do the trick!
Dear Dennis,
this is indeed possible but actually not functional: as example, if you insert a table report into a dashboard and this report has a variable number of items, it usually gets truncated when it doesn't fit into its container. This happens because dashboards do not manage flexible contents.
Basically, "overflow:hidden".
In this scenario, you have to check its visual and re-arrange its height/width into the dashboard before sending it to the customer.
Imagine it for 300 customers.
Every day.
In my case, it means that I have to allocate 4 hours of an agent to perform a monkey-work with a 250 $ daily LOSS.
Am I missing anything?
Kind regards,
Serena De Biasi
I agree. We need the ability to send reports (not dashboards) to non agent users. We have managers of end users that would like to see metrics and be able to pivot on them. The only workaround I can think of right now is to schedule the report to go to me and then set up a forwarding rule in my email to forward out to the end user.
Serena & Reshma,
Since this functionality is not currently available, I encourage you to head to the Product Feedback forum and post your specific use case - the more detail the better. That's where our Product Managers go to find out what features and functionality would be useful to our users.
Thanks for sharing your needs!
This link doesn't work for me.
Tip: Joel Hellman shares how to view details about scheduled dashboards, called private schedules, in our Community.
The tip that was referred to in an earlier comment has been archived as it's out of date.
I'm removing that comment and the ones related to it to avoid confusion. Sorry about that one, all! We'll let you know if and when we get another workaround that we can share.
Nicole,
What tip was removed? I want to know if it was something I was using previously and it's broken now. Additionally, when I click on the how to view details about scheduled dashboards, it does not work for me. Please advise.
Hi Reshma,
Yes, the tip was removed as it is no longer a supported workflow. I'm trying to determine whether there's another workaround we can offer.
Hi Reshma and Zac et al -
I did some digging and the reason we have been asked not to share that tip any more is that the process can lead to users getting unsubscribed from the scheduled email. It was creating too many problems, and the last thing we want to do is encourage you to use a workflow that creates more problems than it solves.
I'm checking in with the Community Moderator who wrote the tip to see if there's another way to accomplish the same thing.
Is there any way to slide the dates on a given dashboard? In an ideal world I'd like to create a snapshot of the default dashboard with all the tabs set up the way a group manager wants and have the system slide the dates one week every week. In other words a dashboard that shows me week 5 stats on one Monday and a week later slides all the dates for each tab on the dashboard.
I understand this can be done with reports, but I'm not having luck with dashboards.
Hi Jadkison!
I'm not sure what the possibilities are here, so I'm going to check with some of our Insights experts to see what I can find out!
Hello Jadkison,
That's a great question. Setting a floating date range is a little different when doing it on a dashboard as opposed to a report. To set a floating date range on the dashboard
I hope that helps address your question.
This solution seems reasonable and logical. I will give it a test and go from there! Thank you!
I want to be able to share reports with specific users but I don't have the 'Visibility' checkbox in the settings for the report, and I also can't figure out where to find the URL to share it with specific people. I have some admin access but I can't figure out how to enable that either. Can someone please help!
Can we share dashboards with people who do not have Zendesk accounts? We'd like to share high-level metrics with our board, but they do not have Zendesk licenses, and they won't need any (because they are not going to use Zendesk on daily basis). What is the best way apart from forwarding the email to them?
Does anyone recall an announcement by Zendesk a while back about contacting them if we wanted special account that would provide the ability to provide more visibility to reports outside of Insights? It was a awhile back and I recall mentioning it to someone else in my organization who also remembers this but neither can seem to find anymore info on it. All I recall is it was a way to allow more access to reporting outside of insights by the creation of a user that would allow these reports outside of Insights.This user creation could only be done via a request to ZD. Does anyone else from the Community or ZD recall such a user?
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