Emailing dashboards

Email a dashboard to share data with other Reports users. You can only email dashboards that have been saved and activated.

How it works

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

Note

To email a dashboard, all reports on the dashboard and the dashboard itself must have email distribution settings enabled.

Emailing dashboards to external stakeholders

To email a dashboard to a person that does not have access to the Reports app, you must define the following settings:

For all reports on the dashboard The dashboard

When you save the report:

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

When you save the dashboard:

  • set Dashboard Access to Public

Once you have configured the distribution and security settings, you can send the dashboard by email.

Permissions

Only Report Admins and Report Writers can email a dashboard.

Verify distribution and security settings

  1. Open the Reports app.

    The Browse page opens.

  2. Open an existing dashboard and click Share.

    The Share dialog box opens.

  3. Click Share Settings.
  4. Ensure the Email setting is turned on and the Email & Broadcast Security setting is correct.
    SettingDescription
    Emailallows you to distribute the report by email
    Email & Broadcast Security

    allows you to specify the level of access required for people to be able to receive the report by email:

    • All Users all Reports users can receive the report via email
    • Unsecure the report can be sent to external stakeholders that do not have access to the Reports app
    • Validated Users all users with folder access to the report can receive the report via email

  5. Click Back to share.

Email the dashboard

  1. Click in the Add Recipients field, and specify the email recipient(s):
    • To send the dashboard to a specific user or group, enter the name of the user or group, and select the appropriate user or group.
    • To view a list of all users and groups, click All, and select the appropriate user or group.
    • To select a recipient from a list of users, click People Only, and select the appropriate user.
    • To select a group from a list of groups, click Groups Only, and select the appropriate group.
  2. In the Name field, enter a subject for the email.

    By default, the name of the dashboard displays as the email subject.

  3. Optional. Enter an additional message to accompany the dashboard.
  4. Specify the format of the dashboard in the email by selecting one of the following options:

    Note

    Considerations:

    • If you do not select an option, the dashboard is attached as a PDF in the email.
    • If you select the Link to Report option, recipients are emailed a link to the dashboard that redirects them to the dashboard in the Reports app. Any recipients that do not have access to Reports cannot access the link.
  5. Click Submit.

    Result The dashboard is sent to the specified recipient(s) via email.