Share Visualizations Using Workbook Email Schedules

Use scheduled emails to share data visualizations from a workbook and keep recipients up-to-date with the latest data.

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About Creating Workbook Email Schedules

You can share a visualization from a workbook by creating a schedule to email a PDF or PNG version of the visualization. Use the workbook email schedule to set up the delivery to selected recipients.

To schedule delivery of visualizations, your organization must have email settings configured in Oracle Analytics. See Set Up an Email Server to Deliver Reports and Email Delivery Limits.

  • You can create schedules for a workbook if you have the BI Service Administrator application role (or any role with the Schedule Workbooks permission), plus Read-Write access for that workbook. If you're not sure whether you have the required application roles, check with your administrator.

  • Delivery schedules for workbooks use the file name and workbook path. If a workbook is moved or renamed, delete the existing schedule and create a new schedule. See Manage Workbook Email Schedules and Jobs.

  • You can create schedules for workbooks in Shared Folders. Workbooks in My Folders aren't accessible by others.

  • You can set a schedule to repeat hourly, daily, weekly, monthly, or yearly.

  • Custom Plugin extensions, Filter Bar objects, and Trending Lines aren't supported for workbook email schedules.

  • Only English-US is supported for output.

Bursting Schedules

Create a bursting schedule to deliver workbook data visualizations to recipients if the data visualizations contain confidential data that is accessed by specific application roles and user groups configured in Oracle Analytics. Each recipient receives a customized data visualization based on their data access configuration instead of the data access configuration of the administrator user who creates the schedule. See Create a Bursting Workbook Email Schedule

  • Bursting is available for schedules created from workbooks saved in Shared Folders.
  • By default, bursting is disabled when you begin creating a new schedule.
  • Bursting does not allow you to send visualizations to external recipients that are not already configured in Oracle Analytics.
  • When using bursting, you can add up to 100 recipients that are individual users or application roles configured in Oracle Analytics. For example, if you add an application role BI Consumer as a recipient where more than 100 users are assigned this role, the schedule will fail to send the visualizations to any recipient after the 100 recipients.

Managing Schedules

You can manage existing workbook email schedules and check the status of scheduled jobs, view, edit, or delete schedules. See Manage Workbook Email Schedules and Jobs.

  • A workbook email schedule is edited by the schedule’s author or any user with the same access and edit permissions for the workbook. The data visualizations shared with recipients are based on the data access configuration of the administrator user who edits and saves changes to the schedule.
  • When the data visualizations in a workbook are edited once a workbook email schedule is created from the workbook, the saved changes to the workbook’s data visualizations are reflected in the scheduled emails based on the data access configuration of the administrator user who saved the schedule.
  • Bursting workbook email schedules with more than one recipient trigger jobs for each recipient in the schedule whether they are an individual user or part of an application role. Each recipient receives a customized version of a data visualization based on their data access configuration in Oracle Analytics.

Create a Workbook Email Schedule

You can set up a schedule to share data visualizations from selected canvases in the workbook with your intended recipients. You can send data visualizations as PDF files, XLSX files, or PNG format image files attached to scheduled emails.

You can create schedules for a workbook if you have the BI Service Administrator application role (or any role with the Schedule Workbooks permission), plus Read-Write access for that workbook. If you're not sure whether you have the required application roles, check with your administrator.
Note: When you share to Excel format, you can include one visualization from any canvases that include table or pivot table visualizations. When you share to PDF or Image format, you can include a maximum of five canvases.
  1. On the Home page, hover over a workbook, click Actions, and select Schedule.
  2. In the Schedule tab, click New.
  3. In the Format tab, use the Name field to change the default name of the schedule if required.
  4. Use the Format field to select a format in which to share the content:
    • Acrobat (pdf) - For Acrobat (PDF) files, use the Canvas field to select up to five canvases to share, and use the Size field to change the default page size.
    • Image (png) - For Image (PNG) files, use the Canvas field to select up to five canvases to share.
    • Excel (xlsx) - For Excel (XLSX) files, use the Canvas field to select one canvas with table or pivot table visualizations, and use the Visual field to select the visualization that you want to share.
  5. In the Schedule tab, select a start date and time.
  6. Optional: Select Repeat to create a recurring schedule.
  7. In the Email tab, enter the recipients.
    You can add Oracle Analytics users, application roles, and email addresses for external recipients. Separate multiple email addresses with a comma, for example, jane.white@abc.com,steve.brown@abc.com. All recipients receive the visualizations based on the data access configuration of the administrator user who creates the schedule.
  8. Optional: Enable Bursting if your data visualizations are configured for bursting and the visualizations contain confidential data accessed by specific application roles and user groups.
  9. Enter a subject and message. In the email message click Link and select:
    • Add a URL link to the workbook
    • Add a URL link to download output

    Note:

    If your organization sets up a vanity URL for Oracle Analytics Cloud, your administrator can opt to use the vanity URL in the links to your visualizations (instead of the standard URL) through a system setting. See System Settings - Use Vanity URL to Share Content in Email.
    You can also add a PNG image of your data visualizations to the body of the email message by clicking Output Image.

    You can resize the added image for optimal display, by placing your cursor over the image, then click and drag the right corner to increase or decrease the size.

  10. Click Save.

Create a Bursting Workbook Email Schedule

Create a bursting workbook email schedule to deliver data visualizations to recipients if the data visualizations contain confidential data that is accessed by specific application roles and user groups configured in Oracle Analytics. Each recipient receives a customized data visualization based on their data access configuration instead of the data access configuration of the administrator user who creates the schedule.

You can create schedules with bursting for a workbook if you have the BI Service Administrator application role (or any role with the Schedule Workbooks with Bursting permission), plus Read-Write access for that workbook. If you're not sure whether you have the required application roles, check with your administrator.
  1. On the Home page, hover over a workbook containing the canvas and visualizations that you want to share, click Actions, and then select Schedule.
  2. Create a schedule or edit an existing schedule.
  3. In the Email tab, enable Bursting and enter the recipients.
  4. Optional: Enter a subject and message.
  5. Click Save.

Manage Workbook Email Schedules and Jobs

You can check the status of scheduled jobs and view, edit, or delete schedules of workbook emails.

You can manage schedules for a workbook if you have the BI Service Administrator application role (or any role with the Schedule Workbooks permission), plus Read-Write access for that workbook. If you're not sure whether you have the required application roles, check with your administrator.
  1. On the Home page, hover over a workbook containing the canvas and visualizations that you want to share, click Actions, and select Schedule.
  2. Click the name to edit a schedule.
  3. Optional: Click Actions and select Run to manually run a schedule at the present time.
  4. To delete a schedule, select the schedule, click Actions, and click Delete.
  5. Optional: Click the History tab to check the status of previously scheduled jobs.
  6. Click Save.
  7. Optional: To inspect the progress of your scheduled jobs, on the Home page, click Navigator, click Jobs, click Filters, and then select Workbook. Select a schedule’s job and click Inspect.