Conditional Alert Email Feature for White Cup BI Reports

Overview

Conditional Alert Email in White Cup BI helps your team act quickly by automatically sending notifications when critical data conditions are met, like stock levels dropping below a set threshold or overdue invoices reaching a certain amount. These alerts ensure that the right people are informed at the right time, making your BI data actionable and empowering your team to take the next best action and respond proactively.

This feature allows you to set up automated emails based on specific conditions, such as when a report generates a certain number of rows at the bottom level. Since all rows, even those with blank data fields, are counted, it’s essential to use appropriate filters to ensure alerts are relevant and valuable to your stakeholders.

How It Works

Best Practices

Troubleshooting

Common Use Cases:

• Sales Managers: Receive alerts if pre set number of new sales opportunities are added in a day, allowing you to allocate resources efficiently.
• Finance Teams: Automatically notify the finance team when overdue invoices exceed a certain amount or when a vendor’s aging balance reaches a critical threshold. Or be informed when items in the "Pricing - Pricing Squeeze" report show that the cost of goods is increasing faster than the selling price, enabling proactive adjustments to maintain profitability.
• Inventory Managers: Get notified when the number of dead stock items in the "Inventory - Dead Stock Report" exceeds a set limit, helping you quickly identify and take action to clear excess inventory and free up warehouse space.
• Purchasing Teams: Use the "Purchasing - Products to Order" report to get alerts when specific products need to be reordered based on inventory thresholds, ensuring timely restocking and preventing disruptions in supply.

How It Works

Email notifications are triggered when the report generates a specified number of rows, even if some of these rows contain blank data fields. Therefore, it is important to set up your reports and email conditions carefully to ensure the notifications are meaningful.

Steps to Set Up an Email Trigger

1. Navigate to the Reports Page:

   Log in to White Cup BI and navigate to the Reports section.

2. Click on the Email Icon:

   From the Actions section of your desired report, click on the Email icon.

3. Click on New Scheduling:

   In the Scheduled Emails page, click the New Scheduled Email button to start configuring the alert.
   

4. Set Up Email Content:
   • In the Email Content pop-up, enter the recipient(s) in the Email Addresses field, separated by spaces or commas.
   • Customize the Subject line and Message as needed to provide context.
   • Click Next to proceed.
5. Configure Run-as User:
   • Select the appropriate Run-as User from the dropdown. This user’s permissions will determine what data is visible in the report.
   • Note: Users without the necessary permissions won’t be listed.
   • Click Next to continue.

6. Choose Email Format:

    

    

   • Select the preferred Attachment Format (e.g., Excel, PDF, CSV). 
   • Configure the Drill Down Path settings.
   • Click Next to proceed.

7. Set Schedule and Conditions:

•  
  • Define the timing for the email:
    • Specify the Hour, Day, and Month when the email should be sent.
  • Add the conditional trigger:
    • Use the option Only if bottom level has at least this many rows to specify the condition for sending the email.
    • This ensures the email is triggered only when the report meets your defined criteria.
  • Click Finish to save and activate the Conditional Alert Email.

Best Practices

• Use Specific Filters in Your Report: To ensure email notifications are triggered only for relevant data, refine your report using specific filters. This will help reduce the likelihood of being notified for reports with rows that lack meaningful data.
• Regularly Review Your Report Settings: Reporting needs may change over time. Periodically review and adjust your report filters and email trigger conditions as necessary.  Use the View Scheduled Emails option as needed to view these.

Troubleshooting

• Receiving Emails for Reports with Blank Data: If you are getting notifications even when data fields are empty, check the filters applied to your report. Adjust these filters to ensure only rows with relevant data are generated.
• Email Not Sending: If the email is not being sent, check the email logs, which now include additional details explaining why a Conditional Alert Email may have failed. Make sure the report is properly scheduled, the conditions are correctly set, and there are no issues with the recipient’s email address.