Scheduling dashboard deliveries

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 also email dashboards to end users.

This article contains the following topics:

• Scheduling a dashboard delivery
• Reviewing all scheduled deliveries
• Modifying an existing scheduled delivery
• Deleting a scheduled delivery

Scheduling a dashboard delivery

After you open a dashboard, you can schedule a delivery to one or more groups.

To schedule a dashboard delivery

1. 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.
2. 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.
3. On the Schedule delivery page, 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 the scheduled time isn’t exactly the same as the delivery time. 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 sync can 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 the Includes section.

     If the URL to the dashboard is very long, consider using a URL shortener like Bitly to 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.

   

4. When you're finished, click Select recipients.
5. 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.
6. When you're finished, click Schedule.

The schedule you configured is displayed on the Scheduled deliveries page.

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.

To review all scheduled dashboard deliveries

1. In Explore, click the Admin menu () in the left sidebar.
2. In the top-middle of the screen, select Dashboard email delivery (). A list of all scheduled dashboard deliveries is displayed.

   

3. You can select any schedule to view further information about it. Additionally, you can select a schedule and then click Delete to remove it.

Note: When an agent is downgraded, any scheduled deliveries they created are immediately deleted and are no longer available for review on this page. For more information, see Best practices for removing agents.

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

1. Open the dashboard you want to modify the scheduled delivery for.

   Alternatively, you can open the list of scheduled deliveries, select the delivery you want to modify, and click the name of the dashboard in the Schedule details pane to be taken to the dashboard.

   

2. Click Schedule.
3. In the Scheduled deliveries window, click the delivery you want to modify.

   

4. Make any changes to the delivery details or recipients as necessary. See Scheduling a dashboard delivery for help.
5. When you're done, click Update.

Deleting a scheduled delivery

In addition to being able to delete a delivery when reviewing all scheduled deliveries, you can delete a delivery you previously configured from the Scheduled delivery page.

1. Open the dashboard you want to modify the scheduled delivery for.
2. Click Schedule.
3. In the Scheduled deliveries window, hover over the delivery you want to delete, click the options menu (), and then click Delete.

   

The schedule is deleted and users will no longer receive emails.