Sharing reports in Insights (Professional and Enterprise) Follow

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21 comments

  • Avatar
    Adrian Stefan

    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 ..."

  • Avatar
    Mike Mortimer

    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

  • Avatar
    Adrian Stefan

    Thanks Mike, that resolved my issue. So just to confirm, only private schedules can be mailed to external users.

  • Avatar
    Mike Mortimer

    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.

  • Avatar
    Jon Schmok

    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?

  • Avatar
    Jon Schmok

    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")

  • Avatar
    Kshama Desai

    How do I schedule an email for a report? It needs to be sent out weekly for Business days Mon-Friday of past week.

  • Avatar
    Terry Knox (Edited )

    @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. 

  • Avatar
    Graeme Carmichael

    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.

     

  • Avatar
    Terry Knox

    @Graeme: Thanks! You learn something new every day! 

  • Avatar
    Kshama Desai

    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?

  • Avatar
    Graeme Carmichael

    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:

    • Monday to Sunday or
    • Sunday to Satruday

    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.

  • Avatar
    Kshama Desai

    Thank you

  • Avatar
    Serena De Biasi

    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.

  • Avatar
    Dennis Lynn

    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!

  • Avatar
    Serena De Biasi

    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

  • Avatar
    Reshma Patel

    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. 

  • Avatar
    Nicole Relyea

    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!

  • Avatar
    Johan Forsblom

    I have tried a workaround to send reports to non-agents and it looks like it works, although it is not pretty.

    • Schedule a dashboard from insights and add the non-agents you want to send it to. What dashboard and what reports isn’t important.
    • Follow Joel Hellmans guide to open the insights generated schedules in good data here.  https://support.zendesk.com/hc/en-us/community/posts/205229538
    • When you get to the interface for editing the schedule (the last screenshot) simply klick reports and chose the reports you want to send, edit the subject and message and Set the schedule.

    Notes:

    For me the time I set was my current time zone despite that the drop down says PT

    You can add agents in the "To" field, they will get the mail but not show up in the overview on emailing dashboards page.

    There is no way I have found to remove or add non-agents to the schedule, in that case you need to delete the schedule and add a new one.  

  • Avatar
    Reshma Patel

    @John Forsblom,

    Just tried your workaround and it worked like a charm, I was able to send a report out to an end-user !! Thanks so much -- really appreciate it! 

  • Avatar
    Jessie Schutz

    Hey Reshma! I'm glad it's working for you!

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