Sending Reports by Email - Amazon QuickSight

Sending Reports by Email

In Enterprise edition, you can send a dashboard in report form either once or on a schedule (daily, weekly, or monthly). You can email the reports to users or groups who share your Amazon QuickSight subscription. To receive email reports, the users or group members must meet the following conditions:

  • They are part of your Amazon QuickSight subscription.

  • You already shared the dashboard with them.

  • They have completed sign-up process to activate their subscription as Amazon QuickSight readers, authors, or admins.

  • Amazon QuickSight can’t send scheduled emails to more than 5,000 members.

Amazon QuickSight generates a custom email snapshot for each user or group based on their data permissions, which are defined in the dashboard. RLS for email reports works for both scheduled and ad hoc (one-time) emails.

Subscribers who are readers see an option for Reports on the dashboard when an email report is available for that dashboard. They can use the Reports option to subscribe to or unsubscribe from the emails. They can also change their preferred report layout. For more information, see Subscribing to Reports.

Note

Email reports use only the static default value for parameters. Any dynamic default values for parameter controls are ignored.

Geospatial (map) charts aren't supported for email reports.

How Billing Works for Email Reports

Authors and admins can receive any number of email reports at no extra charge.

For readers (users in the reader role), it costs one session per report, up to the monthly maximum. After receiving an email report, the reader gets a session credit to access the interactive dashboard at no additional cost during the same month. Reader session credits don't carry over to the next billing month.

For a reader, charges for email reports and interactive sessions both accrue up to the monthly maximum charge. For readers who hit the monthly max charge, there are no further charges, and they can receive as many additional email reports as they need.

Configuring Email Report Settings for a Dashboard in Amazon QuickSight Enterprise edition

 Applies to: Enterprise Edition 

In Amazon QuickSight Enterprise edition, you can email a report from each dashboard. Reports include settings for when to send them, the contents to include, and who receives the email. You can view a sample report and a list of the datasets used in the report. To set up or change the report sent from a dashboard, make sure that you're an owner or co-owner of the dashboard.

If you have access to the dashboard, you can change your subscription options by opening your view of the dashboard. For more information on how this works, see Subscribing to Reports.

Scheduling options that are available for an email report include the following:

  • Send once (Does not repeat) – Sends the report only once at the date and time that you choose.

  • Repeat once a day – Reports daily at the same time.

  • Repeat once a week – Reports each week on the same day at the same time.

  • Repeat once a month – Repeats each month on the same day of the month at the same time.

If you choose to repeat the report, the schedule recurs at the same time and day based on the interval that you choose. For example, suppose that you choose to send your first report August 1 at 9 AM, and you choose that the report repeat once a month. In this case, the second report is sent September 1 at 9 AM. If you choose once a week, the day of the week August 1 falls on is the day that the report repeats, at the same time the first one sends.

You can customize the title of the report, the optional email subject, and the body text. You can also optimize the report layout, so you can set the initial display width to one of the following:

  • Viewing on a desktop – (Default wide layout) One or more columns, as originally designed.

  • Viewing on a mobile device – (Narrow layout) One column only, with visuals aligned at left.

Although it's easy to configure the report so that everyone who has access receives a copy, this is not usually the best plan. We recommend to limit automated emails, especially those sent to groups. You can do this by starting with a small number of subscribers by choosing specific people from the access list. Verify your company's policy before subscribing anyone to a subscription.

You can directly add people to a report subscription in these ways:

  • Choose recipients from the provided access list to specify and maintain a list of people who you want to email reports to. You can use the search box to find people by email or group name. (Recommended)

  • To send reports to all of this dashboard's subscribers, choose Send email report to all users with access to dashboard when prompted.

Anyone else who wants to get the emails can open the dashboard and set their own subscription options to either opt in or opt out.

Important

When you share the dashboard with new QuickSight user names or groups, they automatically start receiving the email reports. If you don't want this to happen, you need to edit the report settings each time you add people to the dashboard.

For existing email reports, you can pause your schedule in Amazon QuickSight while you make changes. If you edit an existing report, the Pause this report button appears. Using this option, you can pause the current schedule without deleting it. If the report has already been paused, the Resume this report button appears instead, so you can continue with the existing schedule. The schedule is paused or resumed after you save your changes by choosing to update the report (at the bottom of the email report configuration screen).

Before you begin, make sure that you are using Amazon QuickSight Enterprise edition and that you have shared the dashboard with intended recipients.

To create or change an email report

  1. Open Amazon QuickSight and choose Dashboard on the navigation pane at left.

  2. Open a dashboard to configure its email report.

  3. At top right, choose Share, Email report.

  4. For Schedule, choose the frequency for the report. If you're not sure, choose Send once (Does not repeat).

  5. For Send first report on, choose a date and time.

  6. For Time zone, choose the time zone.

  7. For Report title, enter a custom title for the report.

  8. (Optional) For (Optional) E-mail subject line, leave it blank to use the report title or enter a custom subject.

  9. (Optional) For (Optional) E-mail body text, leave it blank or enter a custom message to display at the beginning of the email.

  10. (Optional) For Select sheet for report, choose the sheet that you want to include in the report.

  11. (Optional) For Include PDF attachment, enable this option to attach a PDF snapshot of the items visible on the first sheet of the dashboard.

  12. (Optional) For Optimize report for, choose a default layout option for new users.

  13. Choose specific recipients from the list (recommended), or choose Send email report to all users with access to dashboard.

  14. (Optional, recommended) To send a sample of the report before you save changes, choose Send test report. This option displays beside the user name of the owner of the dashboard.

  15. (Optional) To view a list of the data sets used by this report, choose View dataset list at the bottom of the screen.

  16. Do one of the following:

    • (Recommended) Choose Save report or Update report. A "Report scheduled" message briefly appears at upper right to confirm your entries.

    • To immediately send a report, choose Update & send a report now. The report is sent immediately, even if your schedule's start date is in the future.

    • To delete the settings, choose Delete.