Emailing Reports and Dashboards

Emailing Reports and Dashboards

Zoho Analytics allows you to email your reports and dashboards to your colleagues for collaborative analysis and insightful decision making. 

Emailing  Reports

You can email reports by selecting Export > Export this view. The Export Setting page will open. Open the E-mail tab. You can email the views one of the following formats.

  • CSV - The underlying data in the report will be sent as a CSV attachment.
  • Excel - The underlying data will be sent as an excel file.
  • PDF – A PDF attachment (table/reports) will be emailed.
  • HTML – The reports will be mailed as a HTML.
  • Image – This option is available only for charts and the image will be emailed either as a .png file or as a .jpg file.

Emailing Dashboards

You can email dashboards only in two file formats - HTML and PDF.

Emailing Multiple Views

Emailing multiple views is similar to emailing a single view. You can email reports by selecting Export > Export multiple views > E-mail or alternatively you may follow the below steps

 

Note

  • Dashboards will not be included when exporting multiple views together.
  • The table/report will be sent as an attachment to the users.

Scheduling Emails

You can periodically schedule emails containing the reports to your users. This helps you update your users with the latest modification in the data.

To Schedule an Email:

  1. Open the corresponding view which you want to email as attachment.
  2. Click Email > Email this View/Email Multiple views and then choose the required format.
  3. In the Email as: Settings window that opens, specify the email address of the users to whom you want to send the reports.
  4. Select "Schedule this Email" checkbox to schedule emails.
  5. Select the interval at which you wish to run the schedule.
  6. Specify a Schedule name, which is mandatory. 

The below table contains the various options available for scheduling emails at different intervals.

Option  Description
Daily
Repeat Every

Specify the interval in days to email the views.

Time

Specify the time to email the views. You can change the Timezone by clicking on the change link.

Weekly
Repeat Every

Specify the interval in weeks to email the views.

Repeat On

Specify the days of the week when you want to email the views by selecting the corresponding check boxes.You can select all the working days (Monday to Friday) using the Select Working Days link.

TimeSpecify the time to email the views. You can change the Timezone by clicking on the change link.
Monthly
Repeat Every

Specify the interval in months to email the views.

Repeat By:

Specify the day of the month when you want to email the view. This field contains two options. They are:

Day of the Month – Select a date to email the view e.g., 15th of every month.

Day of the Week – Select a day on a month to email the view e.g., 3rd Tuesday of every month.

Time

Specify the time to email the views. You can change the Timezone by clicking on the change link.
Yearly
Repeat Every

Specify the interval in years to email the views.

Month and Date:

Specify the date when you want to email the views. This field contains two drop-down for month and date.

Time

Specify the time to email the views. You can change the Timezone by clicking on the change link.
  • Selecting Do not send this email when there is no data in the report , will not email the report to its recipients when it does not contain any data.
  • The report will be sent as attachment at the specified interval. 

Note

  • Five email addresses can be added in each email schedule.

Editing Email Schedules

To edit an email schedule follow the steps below.

The options are:
  1. Open any table/report from the corresponding Workspace.
  2. Click Email > Edit Email Schedule.
  3. The Edit Email Schedule window will open listing all the schedules created in the Workspace in the All Schedules tab.
  4. The All Schedules tab, will display all the email schedules. The Active tab will display only the active email schedules and the Inactive tab will display only the inactive schedules.
  5. Hover the mouse over the schedule, list of options to edit the schedule will appear.
    • Edit – Click this link to open the Email setting screen. Edit the Email and Export setting, the schedule will be modified accordingly.
    • Pause - Click this link to pause the schedule.
    • Run – Click this link to run the paused schedule.
    • Delete – Click this link to delete the schedule.
    • Send Now – Click this link to mail the views immediately.
  6. You can run, pause or delete multiple schedules together by selecting the check boxes adjacent to the schedules and then click the corresponding edit option at the top

Note

  • Incase the email schedule fails for 5 times or more, it becomes inactive. An email notification will be sent to your email address, every time the schedule fails.

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