View Scheduled Emails for BI Reports and Dashboards

The "View Scheduled Emails" feature provides a centralized interface for users to view, manage, and edit all scheduled email jobs across Reports and Dashboards. With this feature, users can streamline their workflow by accessing, modifying, or deleting schedules without needing to navigate to individual reports or dashboards.

Who Can Use This Feature?
The "View Scheduled Emails" feature is available to all users with the Basic > Email permission. This permission allows users to send emails and create scheduled email jobs within the application, including conditional alerts on reports.

How to Access the "View Scheduled Emails" Feature

Key Features of the Scheduled Emails Page

Use Cases

FAQs

How to Access the "View Scheduled Emails" Feature

1. Navigate to the Reports or Dashboards page.
2. Click the "View Scheduled Emails" button located in the toolbar (see screenshot below).
3. You will be redirected to the Scheduled Emails page, where all existing email schedules are listed.

Key Features of the Scheduled Emails Page

• Comprehensive View
  The page provides details for all scheduled emails, including:
  • Name: The associated report or dashboard.
  • Library: The library it belongs to.
  • Subject: The subject line of the email.
  • Format: The output format (e.g., Excel, PDF).
  • Schedule Details: Timing specifics (Hours, Days, Months).
  • Recipients: Email recipients, including the "Run-as" user.
  • Created By: The user who set up the schedule.
  • Conditional Actions: Special conditions or triggers for sending the email.
• Global Search and Sorting Options
  • The Global Search box in the top left allows users to search any value in any column.
  • Most columns have a sort option to organize schedules by name, time, or other criteria.
• Add Scheduled Emails
  • Users can click the Add option in the top left to create a new schedule.
• Modify or Edit Scheduled Emails
  • Users can click individual settings (e.g., time, format) within the column values or select the Modify button to the right.
  • Modifications are made through a popup window, allowing users to adjust details like recipients, time, or conditions.
• Delete and Bulk Delete
  • Individual emails can be deleted by clicking the Delete button on the right end of an entry.
  • For bulk deletion:
    1. Select the desired schedules using the checkboxes on the left.
    2. Click the "Delete Marked" button in the top left.
       
    3. Confirm the action via the in-browser notification popup.

Use Cases

1. Efficient Schedule Management
   A sales team member can quickly check all scheduled reports for specific days or times to ensure they align with campaign timelines.
2. Error Correction
   A user notices an email is scheduled with an incorrect recipient list. They use the Modify option to fix the error in just a few clicks.
3. Bulk Cleanup
   An administrator bulk-deletes outdated schedules by selecting multiple rows and confirming the action, reducing clutter and improving organization.

FAQs

1. Why am I seeing so many scheduled emails?
   For clarity and organization, each schedule is shown as a separate row. This means that if a report has multiple schedules, each one will be listed individually.
2. What if I can’t see the "View Scheduled Emails" button?
   Contact your BI system administrator to confirm that you have the Basic > Email permission.
3. How do I search for a specific email schedule?
   Use the Global Search box at the top of the page to filter schedules by name, subject, recipient, or other details. Most of the columns also contain their own search boxes that you can use.
4. Can I sort schedules by send time or recipient?
   Yes, most columns have a sort option to help you organize and locate schedules quickly.