Create a Workbook Email Schedule

Create a schedule for a workbook to send visualizations to recipients at a specified time or interval.

You can create schedules for a workbook if you have the BI Service Administrator application role or any role with the Schedule Workbooks permission, plus Read-Write access for that workbook. If you're not sure whether you have the required application roles, check with your administrator.

When you select Acrobat (PDF) or Image (PNG) as your output, you can select up to 5 canvases. When you include more than one canvas, workbook performance can slow when the email scheduler runs. By default, all canvases are processed together, but you can choose to have them run one at a time in a sequence using the Run Sequentially option to reduce the impact on performance. Scheduler jobs may take longer to run when you use this option.

You can include URLs in the email message. If your organization sets up a vanity URL for Oracle Analytics Cloud, your administrator can opt to use the vanity URL in the links to your visualizations (instead of the standard URL) through a system setting. See System Settings - Use Vanity URL to Share Content in Email.

  1. On your home page, hover over a workbook, click Actions, and select Schedule.
  2. In the Schedules tab, click New.
  3. In the Format tab, enter a meaningful schedule name in the Name field.
  4. In the Format field, select an output format:
    • Acrobat (pdf): In the Canvas field, select up to 5 canvases and optionally specify a page size using the Size field.
    • Image (png): In the Canvas field, select up to 5 canvases
    • Excel (xlsx): In the Canvas field, select the canvas containing a table or pivot visualization and use the Visual field to select the visualization.
  5. To run one canvas at a time if you selected more than one for the output, click to enable the Run Sequentially toggle.
  6. Click the Schedule tab.
  7. In the Schedule tab, select a start date and time.
  8. Optional: Click the Repeat drop-down and select an option to create a recurring schedule.
  9. Click the Email tab.
  10. In the Recipient field, enter the recipients.
    You can add Oracle Analytics users, application roles, and email addresses for external recipients. Separate multiple email addresses with a comma, for example, jane.white@abc.com,steve.brown@abc.com. All recipients receive the visualizations based on the data access configuration of the administrator user who creates the schedule.
  11. Enter a subject.
    If you use system variables, hover over the Subject label to see a preview of the text as it will appear in the email.
  12. Enter a message.
    • To add a link to the workbook, click Link and select Add a URL link to the workbook.
    • To add a link to download the generated output, click Link and select Add a URL link to download output.
    • To add a PNG image of your data visualizations, click Output Image and resize it by dragging the right corner.
    If you use system variables, hover over the Message label to see a preview of the text as it will appear in the email.
  13. Click Save.