Share Visualizations Using Workbook Email Schedules (Preview)

About Creating Workbook Email Schedules (Preview)

You can set up a schedule to share visualizations from a workbook in PDF file or PNG image format by email with one or more recipients. Schedule hourly, daily, weekly, monthly or yearly emails to keep recipients up-to-date with the latest data.

This feature is currently available for preview (Enterprise Edition only). Ask your administrator to enable the Preview Workbook Email Scheduler feature in Console and Preview Workbook Email Scheduling with Bursting in System Settings to use the bursting feature. See Preview Options.

To schedule delivery of visualizations, your organization must have email settings configured in Oracle Analytics. See Set Up an Email Server to Deliver Reports and Email Delivery Limits.

You can create schedules for a workbook if you are a member of the BI Service Administrator application role with Read-Write access and the Edit share permission for that workbook.
Delivery schedules for workbooks use the file name and workbook path. If a workbook is moved or renamed, delete the existing schedule and create a new schedule. See Manage Workbook Email Schedules and Jobs (Preview).
You can create schedules for workbooks in Shared Folders. Workbooks in My Folders aren't accessible by others.
You can set a schedule to repeat hourly, daily, weekly, monthly, or yearly.
Visualization components not supported for workbook email schedules include: Custom Plugin extensions, Filter Bar objects, and Trending Lines.
Only English-US is supported for output.

Bursting Schedules

Create a bursting schedule to deliver workbook data visualizations to recipients if the data visualizations contain confidential data that is accessed by specific application roles and user groups configured in Oracle Analytics. Each recipient receives a customized data visualization based on their data access configuration instead of the data access configuration of the administrator user who creates the schedule. See Create a Bursting Workbook Email Schedule (Preview)

Bursting is available for schedules created from workbooks saved in Shared Folders.
By default, bursting is disabled when you begin creating a new schedule.
Bursting does not allow you to send visualizations to external recipients that are not already configured in Oracle Analytics.
When using bursting, you can add up to 100 recipients that are individual users or application roles configured in Oracle Analytics. For example, if you add an application role BI Consumer as a recipient where more than 100 users are assigned this role, the schedule will fail to send the visualizations to any recipient after the 100 recipients.

Managing Schedules

You can manage existing workbook email schedules and check the status of scheduled jobs, view, edit, or delete schedules. See Manage Workbook Email Schedules and Jobs (Preview).

A workbook email schedule can be edited by the schedule’s author or any user with the same access and edit permissions for the workbook. The data visualizations shared with recipients are based on the data access configuration of the administrator user who edits and saves changes to the schedule.
When the data visualizations in a workbook are edited after a workbook email schedule has been created from the workbook, the saved changes to the workbook’s data visualizations are reflected in the scheduled emails based on the data access configuration of the administrator user who saved the schedule.
Bursting workbook email schedules with more than one recipient trigger jobs for each recipient in the schedule whether they are an individual user or part of an application role. Each recipient receives a customized version of a data visualization based on their data access configuration in Oracle Analytics.

Create a Workbook Email Schedule (Preview)

You can set up a schedule to share data visualizations from selected canvases in the workbook with your intended recipients. You can send data visualizations as PDF files or PNG format image files attached to scheduled emails.

This feature is currently available for preview (Enterprise Edition only). Ask your administrator to enable the Preview Workbook Email Scheduler feature in Console and Preview Workbook Email Scheduling with Bursting in System Settings to use the bursting feature. See Preview Options.

On the Home page, hover over a workbook, click Actions, and select Schedule.
In the Schedule tab, click New.
In the Format tab, enter a name for the schedule.
Select a format, Acrobat (pdf) or Image (png).
In the Include field, select which canvases you want to share visualizations from, up to a total of five canvases.
For PDFs only, select the size and orientation of the file. When you select PDF as the workbook email schedule option, you can use Auto Detect to determine the size of the PDF based on the screen size of your device or you can select a particular size and orientation for the file.
In the Schedule tab, select a start date and time.
Optional: Select Repeat to create a recurring schedule.
In the Email tab, 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.
Optional: Enable Bursting if your data visualizations are configured for bursting and the visualizations contain confidential data accessed by specific application roles and user groups.
Enter a subject and message. In the email message click Link and select:
- Add a URL link to the workbook
- Add a URL link to download output
Note:
The URL links are standard URLs rather than custom vanity URLs.
You can also add a PNG image of your data visualizations to the body of the email message by clicking Output Image.
You can resize the added image for optimal display, by placing your cursor over the image, then click and drag the right corner to increase or decrease the size.
Click Save.

Create a Bursting Workbook Email Schedule (Preview)

Create a bursting workbook email schedule to deliver data visualizations to recipients if the data visualizations contain confidential data that is accessed by specific application roles and user groups configured in Oracle Analytics. Each recipient receives a customized data visualization based on their data access configuration instead of the data access configuration of the administrator user who creates the schedule.

This feature is currently available for preview (Enterprise Edition only). Ask your administrator to enable the Preview Workbook Email Scheduler feature and Preview Workbook Email Scheduling with Bursting in System Settings to use the Bursting feature. See Preview Options.

On the Home page, hover over a workbook containing the canvas and visualizations that you want to share, click Actions, and then select Schedule.
Create a schedule or edit an existing schedule.
In the Email tab, enable Bursting and enter the recipients.
Optional: Enter a subject and message.
Click Save.

Manage Workbook Email Schedules and Jobs (Preview)

You can check the status of scheduled jobs and view, edit, or delete schedules of workbook emails.

This feature is currently available for preview (Enterprise Edition only). Ask your administrator to enable the Preview Workbook Email Scheduler feature in System Settings. See Preview Options.

On the Home page, hover over a workbook containing the canvas and visualizations that you want to share, click Actions, and select Schedule.
Click the name to edit a schedule.
Optional: Click Actions and select Run to manually run a schedule at the present time.
To delete a schedule, select the schedule, click Actions, and click Delete.
Optional: Click the History tab to check the status of previously scheduled jobs.
Click Save.
Optional: To inspect the progress of your scheduled jobs, on the Home page, click Navigator, click Jobs, click Filters, and then select Workbook. Select a schedule’s job and click Inspect.