Scheduled dashboard reports
Scheduled reports email a PDF copy of a dashboard to the people you choose, on a weekly or monthly schedule. Use them to keep leadership, clients, or auditors up to date without anyone needing to log in and export the dashboard by hand.
Who can schedule reports
- To create, edit, pause, resume, or delete a schedule, you need permission to export reports.
- To see schedules and their run history, you need permission to view reports.
People with view-only access see the schedules but do not see the buttons that change them.
Where to find your schedules
- Schedules tab: open a dashboard, choose Export, and switch to the Schedules tab. It lists the schedules for that dashboard, and Add schedule creates a new one.
- Scheduled reports button: on the dashboard page, the Scheduled reports button lists every scheduled report in your organization, across all dashboards.
Set up a schedule
- Choose Add schedule in the Schedules tab.
- Pick a cadence:
- Weekly: choose one or more days of the week.
- Monthly: choose one day of the week and which week of the month it falls in (first through fourth, or last).
- Set the send time and the time zone. The report goes out at that time in the time zone you choose.
- Add recipients.
- Save the schedule.
Recipients receive a PDF copy they can forward.
Recipients
People in your organization
Search for a teammate by name and add them. People in your organization receive the report right away, with no confirmation step.
Outside addresses
You can also add email addresses outside your organization, such as a client or an auditor.
- Adding an outside address asks you to confirm that it is you adding it.
- Each outside address first gets a confirmation email, and receives nothing until the person confirms. The confirmation link expires after 7 days.
- If someone did not get the confirmation, or the link expired, choose Send confirmation again next to their address and save.
- Outside recipients become available once your organization has been active for 7 days and has at least one enrolled endpoint.
Recipient status
Each recipient shows one of these statuses.
| Status | What it means |
|---|---|
| Pending confirmation | The person has been sent a confirmation email and has not confirmed yet. They receive nothing until they do. |
| Receiving | The person is confirmed, or is a member of your organization, and receives each report. |
| Unsubscribed | The person unsubscribed from these emails. They receive nothing. |
| Not delivering (bounced or complained) | Email to this address bounced, or the person marked it as spam, so TridentStack Control stopped sending to it. |
| Inactive user | A member of your organization whose account is no longer active. |
Unsubscribing
Every report email has an Unsubscribe link, and mail apps that support one-click unsubscribe show their own unsubscribe button. One click removes the person from that schedule.
To bring someone back, open the schedule, choose Send confirmation again next to their address, and save. They receive a new confirmation email and start receiving reports again once they confirm.
Automatic pausing
TridentStack Control pauses a schedule instead of sending reports that should not go out. A schedule is paused automatically when:
- the schedule's owner can no longer export reports;
- the schedule's owner is no longer an active user;
- the owner can no longer see the dashboard, for example because it was deleted or is no longer shared with them;
- your organization is locked;
- sending fails repeatedly.
The schedule shows the reason it was paused, and the owner and organization administrators are notified by email.
To resume a paused schedule, fix the cause, then choose Resume on the schedule. You can also pause and resume a schedule yourself at any time.
A schedule belongs to the person who last saved it. Editing a schedule makes you its owner, and the report is sent using your access to the dashboard.
Run history
Each schedule keeps a run history. Open it to see every send attempt and its outcome, such as Sent, Sent to some recipients, or why a report was not sent. Use it to check that reports are going out and to see what went wrong when one does not.
Limits
| Limit | Value |
|---|---|
| Recipients per schedule | 25 |
| Schedules per dashboard | 10 |
| Schedules per organization | 50 |
| PDF size | Under 10 MB |
A report whose PDF is 10 MB or larger is not sent, and the run history says so. Narrowing the dashboard to less data keeps the PDF within the limit.
What the PDF shows
The PDF shows the dashboard as it looks at the moment the email is sent, not as it looked when you created the schedule. Changes you make to the dashboard later appear in the next report.