Distributing, Sharing, Scheduling, and Alerting > Emailing Reports and Dashboards
  
Version 10.1.01
Emailing Reports and Dashboards
After you generate a report and it renders, you can choose to instantly email the report. You can email a report to yourself, other individuals, or a distribution list. You can also schedule a report to be mailed regularly. See Scheduling Emailed Reports and Dashboards.
Emailing exported data is limited to the first 20,000 rows. Reports longer than 20,000 rows are truncated when exported for email. The report output (PDF, HTML, CSV, etc.) displays the message “Data in this report has been truncated.” You can revise default number of rows by modifying the portal.properties file. See Customizing the Maximum Number of Lines for Exported Reports.
To email reports or dashboards
1. Generate the report or dashboard. See Generating Reports.
2. Click Actions and select Email. The Email Report or Email Dashboard dialog box is displayed.
You can email the report or dashboard immediately.
3. In the Email Report dialog box, specify your delivery settings:
Email as
• HTML (.html). Use this format if you want to export this data as a web page.
• CSV(.csv). Use this format to export tabular data to a spreadsheet or a database application such as Microsoft Access.
• Excel (.xls). Similar to the CSV export, this file supports MS Excel-specific features.
• PDF (.pdf). This read-only file lends itself to distribution and printing.
• XML (.xml). Accesses the web page components.
Note: XML is not available as an export type for dashboards.
• Text (.txt). Produces a basic text file of the report. A text file of the report/dashboard. This selection provides the option to set a delimiter and use quotes in the emailed file.
Email to
Provide a comma-separated list of email addresses. Verify all email addresses are valid.
Subject
Specify an email subject if you want to override the report title.
Add live link
You can add a link to the report within the Portal. After logging in, a user can view the report in the Portal. In environments where SSL is enabled, a configuration change is required to ensure that this link is secure. See the System Administrator’s Guide for details on modifying the portal.properties file.
Scheduling Emailed Reports and Dashboards
When you schedule a report or dashboard, you actually are configuring it to run and be emailed at regular intervals. To schedule a report or dashboard, you must first save it. After generating, you can configure it to run and be emailed on a regular basis.
Emailing exported data is limited to the first 20,000 rows. Reports longer than 20,000 rows are truncated when exported for email. The report output (PDF, HTML, CSV, etc.) displays the message “Data in this report has been truncated.” See Customizing the Maximum Number of Lines for Exported Reports.
To email a report or dashboard at regularly scheduled intervals
1. Generate a report/dashboard and save it. See Generating Reports.
2. Click Actions and select Email. The Email Report dialog box is displayed.
See Emailing Reports and Dashboards for email parameter descriptions.
3. Click Schedule. The Email on a Schedule dialog box is displayed.
 
4. Specify your delivery settings:
Email as
• Choose the preferred output format: HTML, CSV, Excel, Text, HTML image, PDF, or XML (.xml). Selecting Text provides the option to set a delimiter and use quotes in the emailed file.
Note: XML is not available as an export type for dashboards.
Email to
Provide a comma-separated list of email addresses.
Add live link
You can add a link to the report within the Portal. After logging in, a user can view the report within the Portal.
Subject
Specify an email subject if you want to override the report title.
Email
• On a defined schedule - Master schedules can be configured and then applied to reports. Modifications to a master schedule will automatically be applied to all the reports associated with that master schedule. See Configuring Master Schedules.
• Hourly - Select 1, 2, 3, 4, 6, or 12 hours.
• Daily - At: hour/minute. Select a specific run time.
• Weekly -
• On every. Check the day(s) on which the report will run.
• At: hour/minute. Select a specific run time.
• Monthly -
• On the. Select the day on which the report will run.
• At: hour/minute. Select a specific run time.
Email if empty
This option is available only when you are scheduling a tabular report to be emailed at regular intervals. Sometimes reports might not have any data. If you don’t want to email empty reports, choose No.
Run Status
Select Enabled or Disabled. This selection enables or disables the schedule for emailing the report.