Broadcasting reports via email

Broadcast a report to email the report to specified recipients on a recurring schedule. You can broadcast reports to Reports users and external stakeholders that do not have access to the Reports app.

How it works

Broadcasting a report is an effective way to share data with other people on a recurring basis. You can set up multiple broadcast schedules for a single report, which allows you to target different audiences, if required. You can only broadcast reports that have been saved and activated.

When you save a report, you can define distribution and security settings associated with the report. These settings allow you to specify whether or not the report can be broadcasted, and the level of access required for people to be able to receive the broadcasted report by email.

Broadcasting reports to external stakeholders

To broadcast a report to a person that does not have access to the Reports app, you must define the following settings when you save the report:

• From the Details tab, set Report Access to Public.
• From the Distribution tab, set Email & Broadcast Security to Unsecure.

Once you have configured the distribution and security settings, you can broadcast the report.

Access to Diligent One data

Depending on how you enter the report broadcast recipients, the following occurs:

How the recipient was entered	What happens	Example
You select a user from the dropdown list Note Only users that have accessed Reports are listed.	The Reports app uses the user's token to authenticate and determine their access to Diligent One data. The report only shows the data that the user has access to in Diligent One. Other situations If a user accessed the Reports app, and is later granted No Access as their Reports access level in Launchpad), the user will still be included in the dropdown list, and be able to access data based on their permissions in other Diligent One apps. If a user accessed the Reports app, and is later removed from the Diligent One instance, the user will still be included in the dropdown list, but will not be able to see any report data (No Results).	Scenario There are five projects in the Diligent One instance, but the user only has access to one project. Result The report only displays the one project to the recipient.
You manually type an email address	The Reports app treats this as an external email address. This applies to both licensed Diligent One users and external users (non-licensed). The report shows the data that the creator of the report broadcast or the last person who edited the report broadcast has access to in Diligent One.	Scenario There are five projects in the Diligent One instance, but the user only has access to one project. The person sending the report broadcast is an administrator, and has access to all five projects. Result The report displays all five projects to the recipient.

Sender email address

Recipients will see notifications@highbond.com as the sender. If your organization has set up a custom sender, those settings are not supported by the Reports app.

Permissions

Only Report Admins and Report Writers can broadcast reports.

Create a new broadcast

1. Open the Reports app.

   The Browse page opens.

2. Open the report you want to broadcast.
3. Click Broadcast .

   The Broadcast dialog box opens. If the report does not have broadcast settings enabled, you must turn on Broadcast and click Save to proceed.

4. Select Create New > Broadcast.

Define report recipients

Choose one of the following options and click in the Recipients field to define report recipients:

Option	Description	Remarks
Basic	specifies users, users groups, and email addresses that will receive the broadcasted report	To specify an email address, enter the email address in the Recipients field, and hit Enter. You can define yourself as a recipient, if desired.
Advanced	displays existing reports that contain a list of email addresses that can be used to broadcast the report	The email addresses do not have to belong to users. Other columns in the report can be linked to a master report as filters, which results in a uniquely filtered report sent to each email address. The column in the report that contains the list of email addresses must be formatted as Email. For more information, see Formatting columns in reports.

Set up the broadcast email

1. In the Email Subject field, enter a subject for the email.
2. Specify the format of the report in the email by selecting one of the following options:

   

   • Append Broadcast Date If you select an option other than HTML, you can choose to append the report broadcast date to the name of the document.
   • Secure PDF If you select PDF, you can specify a password required to open the document.
   • If you do not select an option, the report is included as HTML content in the body of the email.
3. Optional. In the Email Body field, enter an additional message to accompany the report.

Specify report filters

If your report contains filters, specify which filters to apply to the broadcast report:

• Current Filter Values filters data based on the values when the report is run

  If a report recipient opens the report and enters different values, the next time the report is run, it will have those latest values.

• Default Filter Values returns the default filter values defined under Filter Formatting > Entry Style > Default Value

  If no values have been defined, it returns the unfiltered report.

Define delivery rules

1. Select one of the following options:
   • Continuous the report will be delivered based on the defined schedule
   • Alert the report will be delivered based on the defined schedule if the results match the alert rules
2. If you specified Alert, complete the following steps:
   1. Click Add Alert Delivery Rules.

      The Delivery Rules dialog box opens.

   2. Select one of the following options:
      • One or more rows must match the condition is applied to the value found in each row of the field
      • Aggregate against entire result set the condition is applied to the aggregate value in the field
   3. Select the field you want to apply the condition to, click + Add Field, and define the conditional logic.
   4. Click Submit.

      Result The conditional logic displays under Alert-based broadcast.

Define the broadcast schedule

1. Under Frequency define how often and when the report should be broadcasted.
2. Optional. To define a specific time and time zone for the broadcast schedule, click Advanced settings, and define the broadcast schedule, as required:
   • Limit Schedule Period limits the broadcast schedule to run only within a set period of time
     Note

     The Failure Notification option is not supported.

3. Click Submit.

   Result The broadcast schedule is set.

Edit or delete a broadcast schedule

1. Open the report that contains the broadcast schedule you want to edit or delete.
2. Click Broadcast .

   The Broadcast dialog box opens.

3. Click the appropriate broadcast.

   The recipients, scheduling information, and the number of times the report was broadcasted within the last 90 days displays.

4. Do one of the following:
   • To edit the broadcast schedule, click Edit, and update the broadcast schedule, as needed.
   • To delete the broadcast schedule, click Delete, and click Delete to confirm.