Scheduled CSV Reports

 

What is the feature?

The scheduled CSV reports feature enables an Analytics user to set up an automatic email delivery of a CSV export from Analytics. These reports can be scheduled to send daily, weekly, or monthly to any email address, regardless of whether the recipients have an Analytics account. Each email will include a CSV attachment of your selected Analytics table widget.

 

Example Use Case

You may have a Shared Dashboard that contains data on who has/has not completed assigned learning, sometimes known as a ‘Completion Report’. You may need to export this data and send it to another person(s) who requires the information in a CSV format on a regular basis.

Important things to note

• Anyone can create a scheduled report, regardless of license type (Designers, Viewers and Administrators).
   
• Scheduled reports can only be made from Shared Dashboards (Make a Shared Dashboard from a Template Dashboard first if required)
   
• Scheduled reports are for table/ pivot table widgets only. Any other widget type cannot be exported to CSV. For example, if you have a Shared Dashboard that has a pie-chart or a bar-chart, these widgets can not be exported to CSV.
   

Example of Table widget that will work: 


 

Example types of widgets that will not work:

 

Steps to set up a Scheduled report

1. Login to Analytics 

2. Open the Shared Dashboard you want to create a CSV report from

3. On the Shared Dashboard, locate the table/pivot table widget you want to create the CSV report from and make a note of the widget title. See widget title example below:

4. Navigate back to the Shared Dashboards page

5. You will see a new icon on the left-hand side that looks like a clock, select this icon.

Example of a named widget on a shared dashboard

 

Scheduled report icon on the navigation bar

 

6. You will be navigated to the Scheduled Reports List view page. This will list all of your reports in one place. Once you have set up a report, this is where you can make edits. Select the ‘Create New Scheduled Report’ button on the right-hand side.
   
   

    

IMPORTANT NOTE: You will see any reports that have been setup on your business account. E.g. If you work at ‘Company A’ and another Analytics user from ‘Company A’ sets up a report, you will both be able to see and edit each other's reports.

7. You can now start adding details to your scheduled report:

   1. Name

      1. Give your CSV scheduled report a name.

   2. Shared Dashboard

      1. Select the Shared Dashboard where your table/ pivot table widget is located.

   3. Widget

      1. Select the title of the table/ pivot table widget you want to create a CSV report for.
         If you cannot remember the exact title of the table widget, navigate back to the Shared Dashboard and the widget title will sit just above the table/ pivot table widget.

IMPORTANT NOTE: You will only see table or pivot table widgets here. This is because only table/ pivot table widgets can be exported to CSV.

4. Recipients

   1. This is where you can type in any email recipients that you want to receive the scheduled report. These recipients do not need to have an Analytics account.

   2. You can enter multiple emails by separating them with a semicolon or comma.

   3. To enter an email(s) click the enter button.

5. Frequency

   1. Select the frequency you want the email to send: Daily/ Weekly/ Monthly.

IMPORTANT NOTE: The time zone the email is sent in will be inherited from the user setting up the report. To change your time zone, you can do so by updating it on your profile (select your initial on the button on the bottom left-hand side of the screen to access profile).

8. Select the ‘Create’ button to create your scheduled CSV report. You will be navigated back to the Scheduled Report List View page and you should see your new scheduled report.

9. All recipients will now receive the scheduled CSV report according to the time and date you have scheduled it for.
   
   

    

IMPORTANT NOTE: If you do not receive the email, please check your Spam folder.

Steps to Edit a Previously Set up CSV Scheduled Report

If you have already made a scheduled report and want to make a change(s) to it, this can be done via the ‘Edit Scheduled Report’ page. You can edit the following information on a report:

• Name of report

• Recipients of the report

• Frequency of the report

If you need to change anything else, it is recommended you delete the report and create a new one.

1. To edit a report, select the Scheduled Report 'Clock' icon from the left-hand tool bar

2. Find the report you want to edit

3. Select the ‘cog’ icon

4. Make your changes

5. Select the ‘Update’ button to save changes or the ‘Cancel’ button to not update the report.