About Workbook Email Schedules

Use workbook email schedules to distribute visualizations from a workbook by email at scheduled intervals. You can send workbook content as PDF, PNG, or Excel attachments and configure recurring delivery to keep recipients up to date with the latest data.

Your administrator must configure email to enable delivering visualizations using an email schedule. See Set Up an Email Server to Deliver Reports and Email Delivery Limits.

Requirements

  • 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.

  • You can create schedules only for workbooks stored in Shared Folders.

Scheduling and Delivery

  • You can set a schedule to run once or to repeat hourly, daily, weekly, monthly, or yearly.

  • You can deliver workbook content in PDF, PNG, or Excel format.

  • You can add links to the workbook or to the generated output in the email message.

  • You can embed a PNG image of the scheduled output directly in the email body.

  • You can use the system variables CURRENT_TIMESTAMP and USER in the subject and message of the email to display current values when the email is sent.

Workbook Considerations

  • If a workbook is moved or renamed, existing schedules become invalid. You need to delete the schedule and create a new one to use the new file name and workbook path.

  • The workbook email schedule uses the original workbook state as saved by the workbook author. If the emails are going to any consumer users, it's important to note that their filter personalizations and saved custom workbook states are ignored.

Limitations

  • Custom Plugin extensions, Filter Bar objects, and Trending Lines aren't supported for workbook email schedules.

  • Only English-US is supported for output.

About Bursting Schedules

Use a bursting schedule to deliver visualizations to recipients when the visualizations contain confidential data that's accessed by specific application roles and user groups.

With bursting enabled, 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.

Bursting schedules have the following requirements:
  • Recipients must already be configured in Oracle Analytics.
  • You can add a maximum of 100 recipients that are individual users or application roles configured in Oracle Analytics. 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.

About Referencing System Variables

When creating a workbook email schedule, you can use system variables in the subject and message.

Use the following system variables:
  • CURRENT_TIMESTAMP: Displays the date and time of the email delivery, depending on the format.
  • USER: For non-bursting schedules, displays the username of the user running the schedule. For bursting schedules, displays the username of the email recipient.

For the USER variable, Oracle Analytics supports the format {{USER}}. For the CURRENT_TIMESTAMP variable, Oracle Analytics supports the Oracle Java date and time formats.

Supported Format Output
{{CURRENT_TIMESTAMP}} 2025-03-19
{{CURRENT_TIMESTAMP:yyyy-MM-dd HH:mm}} 2025-03-19 14:30
{{CURRENT_TIMESTAMP:EEEE, MMM dd, yyyy HH:mm:ss}} Monday, May 5, 2025 14:30:15

For example, suppose your user name is Tom B and you create a non-bursting email schedule:

In the Subject field, enter "Sales Dashboard for {{CURRENT_TIMESTAMP:yyyy-MM-dd HH:mm:ss}} from {{USER}}".

The recipient sees:

Sales Dashboard for 2025-03-19 13:35:09 from Tom B

In the Message field, enter "This is the weekly update for the Sales Dashboard on {{CURRENT_TIMESTAMP: EEEE, MMM dd, yyyy}} from {{USER}}."

The recipient sees:

This is the weekly update for the Sales Dashboard on Wednesday, Mar 19, 2025 from Tom B.