How Do I Schedule Exports of Virtuous Analytics Reports?

With Virtuous Analytics, you can send any report, or a specific visualization within it, right away or on a schedule. Reports built by Virtuous or your team can be exported by email to users in your database, so you stay informed without logging in.

Getting Started

To get started, go to Reports > Virtuous Analytics.

Select the report you would like to schedule. Once on the report screen, decide if you want to export the entire report, a tab, or a specific visualization.

Exporting and Scheduling a Report Page Tab

To export an entire report tab, click the three lines in the bottom left corner where you can then choose to Export (now) or Schedule export.

Before you schedule a report, collect the email addresses of any users you are planning to send the report to, as you can only send Virtuous Analytics reports to users in your database.

You first see the Create New Schedule prompt if you do not have any scheduled exports. 

Or if you already have schedules, you will see those. To add a new one, click the + New Schedule link underneath those schedule(s).

To create the schedule that will send your Report, configure the following fields:

• Recipient: You can send to one or more of your teammates - be sure to separate email addresses by a comma. 
• Subject: This is where you will put the subject of the email. 
• Message: This is what will be in the body of the email. 
• Attachments: This is where you can configure which part(s) of the report you would like to include, as well as how they're formatted (download type and orientation). You can add multiple attachments by pressing "+ Add" underneath. This is how you will have multiple tabs in the export.
• Frequency: This is where you can set how often, what time of day, and what time zone you would like this to be sent. Keep in mind that you can pause and resume a schedule at any time. 
• Send: You have the option to schedule the emailed Report always or if a condition is met. A Condition will trigger the Report to be sent only when XYZ occurs. By default, always is selected to indicate that this report will send to the selected recipient(s) no matter what. 

Adding a Condition

When if a condition is met is selected instead, you can set additional conditions for sending the report.

1. Send: Specify for the Report to be sent:
   • If a condition is met
   • If there's no data
   • If there's (any) data
2. In Data Element: Choose the Element from which to pull the report.
3. Check if: Choose Any value or All values
4. Is: Choose your operators. 
5. Value

If you anticipate this Condition being met frequently, toggle Stop notifying after a specified amount of occurrences to not flood your email inbox. Then test your Condition by selecting below to make sure your logic is correct.

And before you finish creating the schedule, consider these options:

• Run queries as recipient - If you check this box, this will run database queries using the permissions and data access of the recipient(s).
• Send as .zip file - If you check this box, the exports will be compiled in a single .zip file. Recipients will then be prompted to download on their own devices.
• Customize control values - If you have applied specific values to filter data in your workbook, checking this will ensure those filters are applied to the data sent.   

Export Now via Email

To export this Report now without creating a schedule or conditions, select Export from the 3 lines icon in the bottom left bar.

Then, choose Email the export from the dropdown.

If you choose Email, you have similar fields as creating a scheduled Report, but this will be a one-time Export. Configure the Recipient's email(s), determine the exported Attachments, and choose the Run queries as recipient and/or Send as .zip file. More details on what these fields mean can be found above.

Once you've finished choosing your settings, press Export. Keep in mind that the data in these reports refreshes nightly. The Reports that will be sent are based on the data at the most recent data refresh.

Editing a Schedule

To change the frequency, add/remove users, or adjust any of the parameters of a schedule, you're able to go back in on the report and edit the schedule. Select the three dots on the report you want to edit.

You have the following options:

• Rename schedule: Allows you to name the schedule to keep up with different exports of that report that you're running.
• Edit: Allows you to change the parameters that you set when you created the schedule.
• Send Now: Lets you send the report to the recipients now in addition to the scheduled date.
• Pause/Resume: When a schedule is running you will have the option to pause the schedule to stop the report from sending or, if it is not running you will have the option to resume the schedule.
• Delete: This allows you to delete the schedule. This does not delete the report.
• Duplicate: This allows you to copy this schedule.

Export a Visualization

Click the three dots in the upper right of the Visualization you want to send immediately. If needed, filter the Visualization before sending. 

Click Export. You will be given the same options as sending an entire report page tab.

Schedule Visualization Export

From the Visualization you wish to schedule, select Export and Schedule exports. 

You are given the same options as sending an entire report page tab as described above.