As you become more familiar with our reporting dashboards and workbooks, there are a variety of ways to export data within our new tools! You can now directly export (download) or schedule one-time and recurring exports for the available data sets.
In this how to guide, we’ll explore the ways to export reports from the various data visualizations and workbooks.
Key definitions:
- Workbook menu: Located at the bottom of the embedded analytics. You’ll see a folder icon which opens the workbook menu. This can be used to access your saved views in My Documents. You’ll also see the option to Schedule Export.
- Element: Data elements are elements built directly from a data source. They include tables, pivot tables, and dashboard visualizations.
- Pages and page tabs: A workbook contains one or more pages. Page tabs, located at the bottom of the screen, show different pages in the workbook.
- Page menu: Each page has a menu. As a user, you’ll see a caret icon on the tab of each workbook. This allows you to export (download) the entire page as a PDF file in either portrait or landscape mode.
Export from a data element:
- Hover over visualizations to reveal the More Options (...) menu. From here you’ll see options to export the data.
- Choose from the available export file options such as Excel, CSV, PDF
Export underlying data:
- More Options (...) menu: In the top right corner of every dashboard and workbook, you’ll see the More Options (...) menu. Click Maximize Element to explore the underlying data or click the three dots to view export options.
- For specific data visualizations such as charts or graphs, you will also see the option to view and export Underlying Data when right clicking the visualization or a specific data point you’d like to explore further.
Export from page menu:
- To export a specific workbook page, navigate to the Page Menu located at the bottom of the embedded analytics.
- Click the workbook header menu (▼). This allows you to export (download) the entire page as a PDF file in either portrait or landscape mode. This might be helpful when needing to add visual data charts to presentations.
Email export:
- If you prefer to receive an emailed copy of your reports or data sets, you can send a copy via email.
- Navigate to the workbook menu located at the bottom of the embedded analytics. You’ll see a folder icon which opens the workbook menu.
- Click the option Send Now.
- In the to field, enter the email addresses.
- Separate multiple addresses with commas.
- You can include up to 1,000 addresses.
- (Optional) In the Subject field, enter a subject line.
- (Optional) In the Email Body field, enter a message.
- Select one or more attachments from the attachment menu. The options are:
- Entire workbook exports all the workbook's pages.
- By workbook page. For each page's submenu, you can export the entire page or select an element on the page.
- In the format dropdown, select a file format: PDF, image, Excel)
- Please note: Attachments sent through email have a size limit of 30MB.
- Once finished, don’t forget to hit Send at the bottom of the email Send Now modal screen. If you’d like to return back to the main dashboard, simply click Cancel.
Schedule an emailed export:
You can send workbooks, their pages, and individual visualizations to an email recipient or list on a set schedule or ad hoc basis. For example, you can email an executive team member a PDF illustrating the team's KPIs on a regular basis. Scheduled emails send the latest published version of the workbook, unless you select and view a saved version from My Documents.
To schedule an emailed report:
- Click the workbook header menu (▼).
- Select Schedule Exports. The Schedule Exports modal opens.
- If this is the workbook's first schedule, click Add Schedule. If one or more schedules already exist, click + New Schedule. A new schedule form opens. The destination defaults to email.
- Enter a Schedule Name.
- In the to field, enter the email addresses.
- Separate multiple addresses with commas.
- You can include up to 1,000 addresses.
- (Optional) In the Subject field, enter a subject line.
- (Optional) In the Email Body field, enter a message.
- Select one or more attachments from the attachment menu. The options are:
- Entire workbook exports all the workbook's pages.
- By workbook page. For each page's submenu, you can export the entire page or select an element on the page.
- In the format dropdown, select a file format: PDF, image, Excel
For an entire workbook, use PDF and choose either a portrait or landscape layout.- For an individual page, select either PDF or image.
- For an individual element (e.g. single chart or workbook), select either PDF, CSV, Excel, or image.
Important: CSV and Excel attachments export as raw data.
- To add additional attachments, click + Add another attachment.
- Set the delivery schedule.
- Repeat By: Select a schedule option (day/week, month, or custom)
- Timezone: Select a time zone.
- Setting a schedule's frequency depends on the Repeat By selection.
- Day/week: Pick the schedule's day or days of the week (On Days), how often on a day (Occurrence) and time of day (At).
- Month: Select the day of month (1/31) and time (at).
- Custom: (Optional) Select one or more workbook controls to apply to the exported content. For more information see Apply Control Values to scheduled reports.
- (Advanced Action) Select your preferred send conditions.
- Under Send, select one of the following options: Always, If there's no data, If there's data, If a condition is met.
- Send condition details vary by send selection.
- Always: Sends the email every time.
- If there's no data: Select a determining element under In Data Element.
- If there's data: Select a determining element under In Data Element.
- If a condition is met:
- Select specific element In Data Element drop down menu.
- Enter your options under Check If, In Column, and Is. Depending on your selection under Is, you may also need to provide a value.
- (Optional) Click Test Condition to confirm if data in the workbook meets your selected condition. Test results appear in line with the button.
- Click Create Schedule.
Now that you’ve learned the ways to export your data, make sure to explore our other reporting guides to get the most out of our new Reporting Insights.