After you share a dashboard, you can notify users of updates by automatically emailing the latest version on a schedule you configure.
This article contains the following topics:
Scheduling a dashboard delivery
After you open a dashboard, you can schedule a delivery to one or more groups.
To schedule a dashboard delivery
- In an Explore dashboard that you have previously shared, copy the URL of the dashboard from your browser address
bar (you'll need it later), then click Schedule.Note: The dashboard must be in edit mode. If the dashboard is open in preview mode, click Schedule instead.
- On the Scheduled deliveries page, you'll see any delivery schedules you
previously configured. Click New schedule.Tip: If you want to see scheduled dashboard deliveries from all Explore users, you must have admin permissions. For details, see Reviewing all scheduled deliveries in this article.
- On the Schedule delivery page, configure the following options:
- Scheduled: Use the drop-down lists to configure the time and recurrence of each delivery.
- 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 URL to your dashboard 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 the Includes section.
Tip: If the URL to the dashboard is very long, consider using a URL shortener like Bitly to reduce its length to make your message easier to read. -
Include: Select one or more delivery formats. Choose from:
- Image: Sends the report as an image file in .png format.
- PDF: Sends the report as a PDF file.
- Excel: Sends the report as an Excel spreadsheet. The file is compressed as a .zip file.
- CSV: Sends the report as a comma-separated values file. The file is compressed as a .zip file.
- When you are finished, click Select 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 the explore tag to their user profile. For details, see Sharing dashboards. - Once you are finished, click Schedule.
The schedule you configured is displayed on the Scheduled deliveries page.
Deleting a scheduled dashboard delivery
You can delete a delivery schedule you previously configured from the Scheduled delivery page.
- In an Explore dashboard that you have previously shared, click Deliver.Note: The dashboard must be in edit mode. If the dashboard is open in preview mode, click Schedule instead.
- On the Scheduled deliveries page, you'll see any previously configured delivery
schedules. Click the menu to the right of a schedule and then click
Delete.
The schedule is deleted and users will no longer receive emails.
Reviewing all scheduled deliveries
From the Explore admin menu, you can review and delete scheduled deliveries. If you want to create new scheduled deliveries, or edit an existing schedule, see Scheduling a dashboard delivery.
- Open the Admin menu (
) on the left panel, then select Dashboard 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 Delete to remove it.
63 Comments
Is there any way to share these via email to external email addresses like you can on Good Data?
Agreed to the above. I was wondering if I may have been overlooking something.
Also agree. This is an import feature, email dashboards to external users, with our adoption of Explore. Please add.
We keep getting failures when trying to email a dashboard:
Your dashboard delivery has failed for the following tag "SLA Test Dashboard on Explore" and reasons: Your queries took longer than 10 minutes to execute. You can retry by clicking here.
We've tried cloning the dashboard, taking out tabs, slimming down the date range, but it still times out. Any ideas?
Hi Heather, thanks for this. I've gone ahead and opened a ticket so this can be properly investigated. You should hear back soon.
Agreed. We would need the ability to send dashboards or reports to people or distribution lists outside of Zendesk.
If the dashboard is emailed out, and a recipient clicks "unsubscribe", but then changes their mind - how do you revert the unsubscribe?
I can't even get an Authorized Group to come up in the drop down. What am I missing? Thanks.
Hi Matt, I believe what you need to do is to check the Dataset authorizations page. Make sure you have permissions to the dataset that makes up the dashboard you are trying to share.
For more detail, see https://explore.zendesk.com/hc/en-us/articles/115010189747-Setting-editor-and-admin-permissions
Note: I don't think the current docs describe this clearly enough. I'll try to get them updated soon.
Hey Matt McCluskey, just to ensure you aren't missing this step, you need to share the dashboard with groups first, before you can share the dashboard via email with those authorized groups:
https://explore.zendesk.com/hc/en-us/articles/115000998408-Sharing-dashboards
Thanks ZD Team. :)
I think the issue I was also having was my CS team in Support (Admin > People > Agents Explore Settings) was set up as "Viewer" status, and not "Editor".
This was not clear to me at first, but I think I got that now.
I didn't see this in any documentation about setting this up on the Support side. Maybe I missed it.
Thank you for the help. : )
Mmmm... Still cannot get the Authorized Groups to populate.
Here's a junk Dash Board that I can't get to work as a Test.
Thanks for this Matt, it will make a useful addition to the docs!
Steve Rankin, any luck with the unsubscribed agents? I also am having this issue and created a support ticket.
I put a ticket into Zendesk Explore Support and they were able to resolve the unsubscribed agents. They also let me know that currently there is no self-management for this, and that a ticket is required to have people removed from the unsubscribe list.
Is there a way to email to individual users without sharing with the entire group? We have created dashboards for our agents that we want to email out to them every night and the only way it seems to do this right now is to create a group for every single person. We have over 40 people on our team and this feels very manual. Will this ever change?
I absolutely need the PDF delivery to default to a time filter (ie Last Week) and there is no current way to set the Default Date of the Dashboard, unless you do the workaround mentioned here; https://explore.zendesk.com/hc/en-us/articles/235975527?page=1#comment_360001578693 and hide the Bookmarks widget which is counterintuitive and ruins the feature of having a Bookmark Widget to begin with.
Can you please help us set a Default date when delivering the dashboard via email?
Hi,
In the To authorized group(s) text box, enter the groups permitted to view the dashboard. An authorized group is a group with whom you have previously shared the dashboard. You must share a dashboard before you can schedule a delivery.
So it's correct that you only can schedule dashboards with agent groups and not individual persons?
So it's possible you need to create specific agent groups in Zendesk Support to schedule maybe a report to just one person?
Thanks!
Thomas
Same questions as Lauren and Thomas.
I need to create an admin-level dashboard to monitor specific things (all sorts of % tickets with high-level ticket fields, and other stuff) that I'd like to receive daily, without bothering anyone else. GoodData enables this but I'd like to move to Explore.
Having to create a Group in Support just so that I can do this seems a bit too much (I'd like to avoid "polluting" the entire account with reporting Groups).
Hi Pedro!
Thank you for the feedback on Explore. Unfortunately, at this time the only way to send scheduled reports is to groups. If you want the reports via email, the way to do so is to create a group where you are the only user.
Hope that helps!
Hi Gentry,
The ability to schedule dashboard exports to individual Zendesk Support agents (as opposed to Groups) would be extremely helpful for us. Is this something that is being worked on or can a ticket be raised to potentially support this functionality in the future?
Thanks!
Hi Andrew,
According to the comment made by one of our Explore Product Managers, it looks like this is a planned feature. More information here: no way to schedule dashboards to be sent to individual users, Not only groups
Hope this helps!
I would like to add to the list of people who say that we need the ability to email dashboards to non ZD users. That limitation is silly and impractical for any business.
Thanks for sharing Katie! While I don't have an ETA of when this will be released, this is something our Product Managers are looking into :)
Hi,
If I use Bookmark to fix Date filter value and data filtering for some given period - will the Delivery support this bookmark or ignore it?
Hi.
When we deliver a dashboard, we can choose an excel option or another document extension.
It looks very comfortable, but there is one problem:
Tell me, please, are there any settings that are responsible for this?
I do not want to archive the document, as this makes it difficult to work with it promptly.
I attach screenshots and hope for your answer, thanks.
Hey, Andrei.
I ran a few tests and determined the following behavior for Explore dashboard deliveries:
I hope this helps clear things up!
Hi, Рамис.
Unfortunately, it is not possible to edit the settings of the Excel delivery. Neither the fact that the file is in .zip format or the behavior regarding the document title can be changed. Apologies for the inconvenience here.
I checked our feedback forum and found a similar request in this post. If you'd like, you're welcome to add your use case for additional context. Our team reviews those posts and adds your feedback to our roadmap wherever possible.
Thanks!
Hi Andy,
Does it mean that it is not supported in scheduled reports deliveries too?
Andrei,
According to my tests, that's correct. While users with Explore access will be able to view the dashboard and select visible bookmarks, those bookmarks aren't applied to the attachments.
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