Send periodically Cloud Analytics Reports by setting up an email delivery schedule
You can send a copy of your Cloud Analytics report to yourself and your stakeholders on a regular basis by setting up an email delivery schedule.
Required Permissions: Cloud Analytics
Create a Scheduled Email Delivery
There are two ways to schedule emailed reports:
Via a specific Report's page
Via the main Cloud Analytics page
Scheduling via a Report's Page
Begin by opening a report that you have "Owner" access to. Then, click on the mail icon at the far-right side of your screen.
A screenshot showing the location of the Schedule Email Delivery icon
Then, configure the scheduled delivery:
Set other users, you'd like to be included on report's distribution
Optionally, update email's subject and the message to provide more context for recipients
Set up when you'd like to be delivered (using cron expression)
A screenshot showing the Schedule Report Email Delivery modal dialog
If you've included someone who doesn't have access to the report, you will be asked to add that user to the report. You can choose whether to grant the "Viewer" or "Editor" access.
A screenshot showing the Some recipients need access to this report modal dialog
About Cron Expressions
The delivery time and recurrence of a Cloud Analytics Report can be configured by using a cron expression. Cron is a time-based job scheduler originally used in Unix-like computer operating systems. A cron expression is a string comprising of five or six fields separated by whitespace. The following table defines the fields of a cron expression and the possible values for each field.
Minute
Hour
Day
Month
Day of the week
0-59
0-23
1-31
1-12 (Jan-Dec)
1=Jan, 2=Feb, ... 12=Dec
0-6 (Sun-Sat)
where 0=Sun, 1=Mon, ... 6=Sat
In addition to using these values, every field in a cron expression can also use special characters:
Character
Meaning
Example
*
any
If the day of month field, day of the week field are each set to *, then the schedule starts every day.
-
range
If the day of week field is set to 1-5 or Mon-Fri, then the schedule starts every week Monday to Friday.
,
list
If the month field is set to 5,7,9 or May,Jul,Sep, then the schedule starts every May, July, and September.
/
step
If the month field is set to */3, then the schedule starts during the first month and every 3 months after that: January, April, July, and October.
Schedule intervals lower than daily are not permitted with Cloud Analytics, meaning the first 2 places must be numbers between (0-59) and (0-23)
To create a schedule that repeats, use special characters to describe when that schedule is to repeat. For example, the cron expression 30 8 * * Mon-Fri configures a schedule to start at 8:30 AM on every Monday, Tuesday, Wednesday, Thursday, and Friday.
Your scheduled report will look something like the image below. From the email, you'll be able to preview the report and open an interactive report in Cloud Analytics, by using the "Open Live Report" button.
Select the access level you'd like to give them, and click "Add" to give them access to the report and add them to the list of scheduled report recipients.
A screenshot showing the Some recipients need access to this report modal dialog
Your scheduled report will look something like the image below. From the email, you'll be able to preview the report and open an interactive report in Cloud Analytics, by using the "Open Live Report" button.
Your scheduled report will look something like in the example below. From the email, you'll be able to preview the report and open an interactive report in Cloud Analytics, by using the "Open Live Report" button.
A screenshot showing the location of the Open Live Report button
Scheduling via the Cloud Analytics page
You may also schedule emailed reports from the main Cloud Analytics page.
First, find a report that you are the Owner of. Then, under the Email Schedule column, click on the envelope icon.
A screenshot showing the location of the Create button under the Email
Schedule column
From there, configure your report as described above, modifying the message and interval as well as the recipients.
Updating Scheduled Delivery
To update the scheduled email delivery configuration, open a report that already has a configured schedule.
Then, click on the blue envelope icon on the far-right side of your report's page.
Finally, make the changes then click on the Update button.
A screenshot showing the location of the Schedule Email Delivery icon
You may also update a report's email delivery schedule from the Cloud Analytics page.
First, identify a report that you've already set up an email schedule for, and click on the unix-cron interval syntax under the Email Schedule column for that report.
Then, as described above, make your changes and click on the Update button to implement your changes.
A screenshot showing the location of the Email Schedule column item
Subscribing to a Scheduled Delivery
Add yourself as a recipient of someone else's scheduled report delivery to stay updated on reports other people on your team create.
Similar to creating a scheduled email delivery, you can subscribe to others' scheduled emails from both the main Cloud Analytics page and a specific report's page.
From the main Cloud Analytics page, identify a colleague's report that has a scheduled email set up already by looking for a blue envelope icon under the Email Schedule column.
A screenshot showing the location of the Schedule icon under the Email
Schedule column
Conversely, you can subscribe to a colleague's scheduled email from a specific report's page itself.
A screenshot showing the location of the Schedule icon on a report page
Confirm that you'd like to be added to the report's email distribution by clicking on Subscribe.
A screenshot showing the confirmation dialog
Deleting Scheduled Delivery
If you need to delete the scheduled report, please use the Delete button on the "Schedule Report Email Delivery" dialog.
A screenshot showing the Schedule Report Email Delivery dialog
Limitations
A few limitations exist for scheduled reports:
Each report can only have a single email delivery schedule
Preset reports cannot be scheduled. You can clone the report though and schedule it.
The person who scheduled the report is always included in the email
You can't schedule a report to be delivered more than once a day.
Only chart-based reports can be scheduled (i.e. no tables or heatmaps at this time)