If you want to send someone the data from a legacy Dashboard, start the process by clicking the Dashboard’s Options icon and then clicking Send:
In turn, that displays the Send dialog:
Relax: Customer Insights has you covered. In the following sections of this article, we’ll run through the Send dialog box from top-to-bottom, explaining all the options available, and further explaining why (and when) you might want to use those options. Those sections include the following:
- Where should this data go?
- Who should it be emailed to?
- Include a custom message
- Format data as
- Advanced options
The title is the text that appears in the subject line of the Dashboard email. By default, Customer Insights uses the name of the Dashboard as the title; because of that, a Dashboard named Test Dashboard will result in an email that looks like this:
But that’s just the default: you can change that subject line to anything you want. (Keep in mind that this only changes the subject line; it doesn’t change the name of the Dashboard itself). For example, suppose you have a Dashboard named Test Dashboard, but you set the title to Monthly Logins and Registrations Report. In that case, the email you receive will look like this:
Where should this data go?
In this section, you determine how you want to send your report. As it turns out, that’s pretty easy: after, Customer Insights only supports sending reports by email.
Who should it be mailed to?
This section defines the users (i.e., the email addresses) that the Dashboard should be sent to; by default, the only address listed is your own Customer Insights email address:
So can So can you send reports to someone other than yourself? You bet you can: to add additional recipients, simply type the appropriate email address in the Add recipients, use commas for multiple addresses field and then click Add:
As the field’s placeholder implies, you can enter multiple addresses as long as you separate those addresses by using commas:
Again, just click Add and all the the email addresses in the field will be added to the recipient's list.
Oh, and here's something that's good to know: you can send reports to anyone, regardless of whether those recipients have a Customer Insights account or not.
But what if you enter an invalid email address, or what if you change your mind about sending the report to someone? No problem: to remove a user from the recipients’ list, just click the little x located to the right of their email address:
And yes, you can remove yourself from the recipients list: there’s no reason why you have to receive a copy of every report you send.
Note. We should also mention that Customer Insights doesn’t “remember” your recipients list. Suppose you remove yourself from the list, add users A, B, C, and D, then send the report. The next time you need to send the report, yours will be the only name listed: you’ll need to add users A, B, C, and D each time.
Include a custom message
If you select the Include a custom message checkbox, you can add your own text to the report email. For example:
In turn, that custom message appears at the beginning of the emailed report:
Format data as
Customer Insights enables you to send a report in one of three formats:
- PDF. The Dashboard is sent as a PDF file.
- Visualization. The Dashboard is sent as a .PNG file. With both the Visualization and he PDF options, you’re effectively getting a screenshot that replicates what you see onscreen when viewing the Dashboard.
- CSV Zip File. The Dashboard data is sent as a series of CSV (comma-separated values) files, one file for each data element on the Dashboard. For example, a CSV file containing user profile data might look similar to this:
Profile Dim Gender,Profile Fact Count Profiles,Calculation1 Female,"76,371,202",0.5723363363793658 Male,"53,848,112",0.4035451889709129 Other / None / Not Specified,"2,081,749",0.015600914542649313 notstated,"884,375",0.006627628402201939 nonbinary,"151,209",0.0011331811313849364 declined,"35,163",0.00026351637880607975 ,"133,371,810",1
Depending on the file format you choose, there are additional settings (found in the Advanced options section) available for your use.
The following table lists all the advanced options, and indicates the file format they can be applied to. As you can see, not all the options apply to all the file formats.
Run schedule as recipient
If selected, recipients might get different reports based on their access rights. That’s because the same report isn’t automatically sent to all recipients. Instead, an individual query is run, and an individual report is generated, for each recipient using that recipient’s access rights. In some cases, that might result in different users receiving slightly-different reports based on the data they’re allowed to access.
Note that this option is not available if your recipient list includes anyone who doesn’t have a Customer Insights account. In that case, the option is disabled, and all users receive the same report:
When selected, a link to the full Dashboard is included in the email sent to recipients:
Clicking this link enables you to access the Dashboard in Customer Insights, provided that: 1) you have a Customer Insights account (you must log on in order to view the Dashboard); and, 2) you have access to the Dashboard in question.
Use single column layout
By default, a PDF or visualization report mimics the appearance of your Dashboard: if the Dashboard includes a pair of Looks – Looks A and B – side-by-side, then your report will also position those Looks side-by-side. That’s fine, but if your report needs to be printed or needs to be included in another document, having Looks A and B jammed next to each other could make the resulting visualizations very small, and very difficult to read.
If that’s the case, you might want to select Use single column layout. When this option is chosen, Dashboard items are displayed in the same column and not side-by-side. Although your report will no longer be a spitting image of the Dashboard, the individual visualizations will be larger and much easier to read.
If your Dashboard includes tables then, by default, tables in the report include only the number of rows visible onscreen. (For example, if only 12 rows are shown onscreen your report will show only those 12 rows, even if the table has an additional 100 rows that can be seen by scrolling the table.) If you select this option, report tables will expand to include all the rows in the table.
Enables you to select the paper size for the report. By default, Customer Insights calculates a paper size that best fits the onscreen size of the Dashboard. That works fine for viewing the report onscreen, but might be less-than-optimal if you need to print the report. The Paper size options lets you pick both a paper size (e.g., 8 ½ x 11) as well as a page orientation (portrait or landscape).