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Scheduling Data Deliveries

What Are Schedules?

Schedules automate the delivery of dashboards or looks at predefined intervals to a chosen location. They allow you to send and receive recurring insights without opening the Portal.

Common examples:

  • Real-time alerts or exceptions are needed
  • Multiple people need review the same data regularly or simultaneously
  • Recipients must receive data in a specific format
  • The report is part of a process with a strict timeline
  • The data needs to flow into another tool automatically
  • Automated extracts for external partners

A schedule can deliver:

Email

  • Format
    • Looks: Data Table, Visualization, CSV, XLSX, JSON, Text, HTML
    • Dashboards: PFD, CSV zip file, PING visualization
  • Deliveries may not exceed 20 MB (for formats that are delivered in the email body) and 15 MB (for formats that are delivered as an attachment)
  • Note: If one recipient unsubscribes on behalf of an email group, the scheduled delivery will stop.

Webhook

  • Format
    • Looks: CSV, XLSX, JSON - Simple, JSON with Query Metadata - Streamable, JSON - Label, JSON - Simple Inline, JSON - Detailed Inline, Text, HTML
    • Dashboards: PFD, CSV zip file, PING visualization
  • External tools that consume JSON
  • Data automation pipelines
  • Server endpoints
  • Details needed
    • Webhook URL

SFTP server

  • Format
    • Looks: CSV, XLSX, JSON - Simple, JSON - Simple, JSON - Detailed Inline, Text, HTML
    • Dashboards: PFD, CSV zip file, PING visualization
  • Used for large automated exports
    • Details needed
      • Address
      • Username
      • Password
    • Only alphanumeric, underscore (_), and hyphen (-) characters are supported in the filename of the delivery.

Amazon S3 bucket

  • Format
    • Looks: CSV, XLSX, JSON - Simple, JSON - Simple, JSON - Detailed Inline, Text, HTML
    • Dashboards: PFD, CSV zip file, PING visualization
    • Used for large automated exports
    • Details needed

      • Bucket: The name of your Amazon S3 bucket.

      • Optional Path: The folder that you want to save your data to, if any.

      • Access Key: The Access Key ID to your S3 bucket, provided by Amazon.

      • Secret Key: The Secret Access Key to your S3 bucket, provided by Amazon.

      • Region: The Amazon services region where your S3 bucket is hosted.

How to Set Up a Schedule?

  1. Open a dashboard or look
  2. Dashboard: Click ⋮ (three dots) → Schedule delivery
  3. Look: Click the gear icon → Schedule
  4. Name the schedule
    1. Name schedules clearly
    2. Suggested convention: [Frequency] – [Report Name]: Weekly – Return Shipments
  5. Choose frequency:
    1. Daily, Weekly, Monthly, etc
  6. Choose format:
    1. see options in section 1.
  7. Set filters:
    1. Use default filter values, or change them as needed
    2. If you change the Look’s filter values at a later moment, the schedule will not sync with them, i.e. they will use the original filter values, or the ones selected when first creating the schedule, on the date of schedule creation. You can adjust them within the schedule when needed.
  8. Add recipients (determined by chosen output format)
  9. Add an optional message to the recipients
  10. Review advanced settings:
    1. Run schedule only if there are results
    2. Send all results, or result in table (will exclude data if > 500 rows, or custom row amount)
    3. If scheduling for someone else: “run schedule as recipient”
    4. Include Links
    5. Apply visualization options (if unselected, data is sent as in the ‘data’ section, not the ‘visualisation’ section)
    6. Formatted data values
    7. Timezone
  11. Save the schedule

Best Practices

Frequency

  • Daily for operational data
  • Weekly for performance metrics
  • Monthly for finance/strategic reports
  • Avoid more frequent schedules unless 100% necessary. [see 'Data Freshness and Limitations' page]

Dead schedules

  • If the schedule is no longer needed, please delete it.

FAQ

Q: Can I schedule the same look or dashboard multiple times with different filters? Yes — via the Look or Dashboard you create multiple schedules. Each schedule can use different filter values, have different output format, and different recipients, etc.

Q: How do I check what schedules I already have? Your schedules are saved per Look and Dashboard. You can access them the same way when you start to create one: Dashboard: Click ⋮ (three dots) → Schedule delivery Look: Click the gear icon → Schedule

The existing schedules will be shown on the left hand side bar.

Updated 21 days ago