Email reports and dashboards
Note:
On a Linux Portal server, to ensure proper rendering of reports that are emailed or exported as HTML images or PDF files, a graphics manager such as X Virtual Frame Buffer (XVFB) is required. Contact your IT organization to configure this capability, if you plan to export/email reports as HTML images or as PDF files.
After you generate a report and it renders, you can choose to instantly email the report. You can email a report to yourself, other individuals, or a distribution list. You can also schedule a report to be mailed regularly.
See Schedule email of reports and dashboards.
Emailing exported data is limited to the first 20,000 rows. Reports longer than 20,000 rows are truncated when exported for email. The report output (PDF, HTML, CSV, etc.) displays the message "Data in this report has been truncated." You can revise default number of rows by modifying the portal.properties file.
See Known Limitations for Donut Charts.
To email reports or dashboards
- Generate the report or dashboard.
See Generate reports.
- Click Actions and select Email. The Email Report or Email Dashboard dialog box is displayed.
You can email the report or dashboard immediately.
- In the Email Report dialog box, specify your delivery settings:
Email as
HTML (.html). Use this format if you want to export this data as a web page.
CSV(.csv). Use this format to export tabular data to a spreadsheet or a database application such as Microsoft Access.
Excel (.xlsx). Similar to the CSV export, this file supports MS Excel-specific features.
PDF (.pdf). This read-only file lends itself to distribution and printing.
XML (.xml). Accesses the web page components.
Note:
XML is not available as an export type for dashboards.
Text (.txt). Produces a basic text file of the report. A text file of the report/dashboard. This selection provides the option to set a delimiter and use quotes in the emailed file.
Email to
Provide a comma-separated list of email addresses. Verify all email addresses are valid.
Subject
Specify an email subject if you want to override the report title.
To use date variables in the subject, see the Using date variables in the subject section below.
Add live link
You can add a link to the report within the Portal. After logging in, a user can view the report in the Portal. In environments where SSL is enabled, a configuration change is required to ensure that this link is secure. See the System Administrator's Guide for details on modifying the portal.properties file.
You can include the report's run date and time in the email subject using variables. This is useful for quickly identifying scheduled emails (and their attachments) by date.
Enter variables in the Subject field, for example: Backup DSR - ${day}${month}${year}
When the report runs on 25 January 2024, the email subject becomes: Backup DSR - 25-01-2024
Available variables:
Table: Available date variables
| Variable | Description | Example |
|---|---|---|
|
${day} |
Day of month, 2 digits |
25 |
|
${month} |
Month, 2 digits |
01 |
|
${year} |
Year, 4 digits |
2024 |
|
${hour} |
Hour, 24-hour format, 2 digits |
21 |
|
${minute} |
Minute, 2 digits |
05 |
The values reflect the date and time the report is run (Portal server time).
Attachment file names
When the email includes the report as an attachment, the attachment file name is derived from the subject, so the same date values appear in the file name (invalid file-name characters are replaced with an underscore character). Example attachment: Backup_DSR-25-01-2024.csv.
In-dialog help
A hint listing the available variables appears at the bottom of the dialog when you click in the Subject field. Hovering the field also shows a tooltip.