Emailing Reports and Dashboards

Emailing Reports and Dashboards

Zoho reports 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 > E-mail or alternatively you may follow the below steps 

  • Open the corresponding table or report that you want to mail as an attachment.
  • Click Email > Email This View.

  • You can select one of the available options
    • 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.
  • In the Email as: Settings window that opens, specify the required options in Report Options tab. You can refer to the export documentation to know about each option.
  • In the Email tab, specify the email addresses of the users to whom you wish to send the table/report one per line. 

  • You can use the Add Users From link and select the email addresses of the users to whom you have shared the report or the database or you can also select your contacts from Zoho Contacts and Google Contacts.
  • You can also email the report with a specific filter criteria applied.(the filter criteria that you have used while sharing the report gets applied here - refer this help documentation). When you choose this option, you will be able to email only one user at a time.
  • You can also customize the subject or the body of the mail. You can also set a customized subject and message as default using the Make this Subject/Message as default for database check boxes.
  • You can also schedule this email to be sent at periodic intervals (refer this section).
  • Click Send.

The table/report will be sent as an attachment to the users.

Emailing Dashboards

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

Emailing a dashboard as a HTML:

  • Open the corresponding dashboard that you wish to email.
  • Click Email > Email as HTML or you may also click Export > Export as HTML > Email.
  • The Email as HTML: Settings window opens, containing two tabs a Report Options tab and a Email tab. The options avaiable in the report options tab is the same as that in Export as HTML. 
  • In the Email tab, specify the email addresses of the users to whom you wish to send the dashboard one per line.
  • You can use the Add Users From link and select the email addresses of the users to whom you have shared the dashboard or the database or you can also select your contacts from Zoho Contacts and Google Contacts.
  • You can also email the report with a specific filter criteria applied.(the filter criteria that you have used while sharing the report gets applied here - refer this help documentation)
  • You can also customize the subject or the body of the mail. You can also set a customized subject and message as default for every email you send using the Make this Subject/Message as default for database check boxes.
  • You can also schedule this email to be sent at periodic intervals (refer this section).
  • Click Send.

Emailing a dashboard as a PDF:

Zoho Reports allows you to email the dashboard as PDF in two different layouts.

  • Layout as in DashboardThis option will email the dashboard in the same layout as arranged in dashboard.
  • Each Report in a New PageThis option will email the dashboard in a single column layout displaying each report in a new page in the PDF.

To email a dashboard as PDF:

  • Open the corresponding dashboard that you wish to email.
  • Click Email > Email as PDF > Layouts as in Dashboard to email the dashboard in the same layout as arranged in the dashboard. Alternatively, you may also email the dashboard by selecting  Export > Export as PDF > Layouts as in Dashboard > Email

(or)

  • Click Email > Email as PDF > Each Report in a New Page to email the dashboard with each report in a new page. Alternatively, you may also email the dashboard by selecting  Export > Export as PDF > Each Report in a New Page> Email
  • The Email as PDF: Settings window opens, containing two tabs a Report Options tab and a Email tab. The options avaiable in the report options tab is the same as that in Export as PDF.  
  • In the Email tab, specify the email addresses of the users to whom you wish to send the dashboard one per line.
  • You can use the Add Users From link and select the email addresses of the users to whom you have shared the dashboard or the database or you can also select your contacts from Zoho Contacts and Google Contacts.
  • You can also email the report with a specific filter criteria applied.(the filter criteria that you have used while sharing the report gets applied here - refer this help documentation)
  • You can also customize the subject or the body of the mail. You can also set a customized subject and message as default using the Make this Subject/Message as default for database check boxes.
  • You can also schedule this email to be sent at periodic intervals (refer this section).
  • Click Send.

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

  • Open the corresponding table or report you want to mail as an attachment.
  • Click Email > Email Multiple View.
  • You can select one of the available options
    • CSV - The underlying data will be exported as a CSV file and then will be sent as an attachment.
    • PDF – The table/reports will be exported as PDF file and then will be sent as an attachment.
    • HTML – The table/reports will be exported as HTML file and then will be sent as an attachment.
    • Image – The Chart will be exported as a GIF or PNG image and then will be sent as an attachment (available for Chart alone).
  • The Email as: Settings window will open.
  • In the Report Options tab, select the tables/reports you wish to email. By default all reports will be selected.

Note

  • Dashboards will not be included when exporting multiple views together.
  • In the Email tab, specify the email address of the user to whom you want to send the table/report one per line.
  • You can use the Add Users From link and select the email addresses of the users to whom you have shared the report or the database or you can also select your contacts from Zoho Contacts and Google Contacts.
  • Customize the Subject and Message if required. You can also set the customized subject and message as default using the Make this Subject/Message as default for database check boxes.
  • You can also schedule this email at periodic intervals.(refer this section)
  • Click Send.

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:

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

  • 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.

  • Open any table/report from the corresponding database.
  • Click Email > Edit Email Schedule.
  • The Edit Email Schedule window will open listing all the schedules created in the database in the All Schedules tab.
  • 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.
  • Hover the mouse over the schedule, list of options to edit the schedule will appear.

The options are:

    • 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.
  • 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.