Email subscriptions for custom view reports significantly enhance data delivery to both internal and external stakeholders. This feature automates report generation, facilitating scheduled delivery and providing users easy access to essential information without requiring iiQ login credentials.
Key Details:
The email subscription feature will be available across all custom views for every module, ensuring accessibility to vital data insights.
Each custom view is limited to one subscription. For users who need to send the same report to multiple recipient groups on different timelines, it is advisable to clone the view. This enables the creation of separate subscriptions tailored to each group's specific scheduling requirements.
Deleting a custom view will automatically cancel the corresponding subscription, ensuring that no further reports are sent to recipients.
When a user activates a schedule and saves it, they can disable it later without losing the configuration. Re-enabling the schedule is simple, and all previously saved settings remain intact for future use.
Permissions
User permission is required to export custom views via email and via SFTP. These permission options enable selected users to see the additional tabs with custom views.
These permission options enable selected users to see the additional tabs with custom views.
Creating Export View via Email
Users with the necessary permissions can access the Email Subscriptions tab within the view designer for custom views. First, enable this feature.
Next, configure the schedule for when this email subscription will be executed.
In the Email Subscribers section, export data to internal users by applying specific filter criteria. Additionally, external reports can be sent by entering email addresses.
Selecting Manage Users allows you to add recipients based on filters like Class, Course, Grade, Home Room, Role, Teacher, Team, or specific individuals under the "User" filter.
To add external users, enter email addresses separated by commas in the text box and select "Add." You can also copy and paste comma-separated email addresses from an Excel spreadsheet.
Click the small delete icon (X) next to an individual email address. To remove all addresses from the text box, select "Clear All."
Users can choose from these CSV format options:
Comma-separated file
Tab-separated file
Excel file
Comma-Separated Files vs. Tab-Separated Files:
Both types of files display values in the same way in a spreadsheet. However, when viewed in a text editor, they appear differently. In a CSV (Comma-Separated Values) file, the values are separated by commas, while in a TSV (Tab-Separated Values) file, the values are separated by tabs (whitespace).
In the File Name field, users can designate the name they wish for the CSV file.
They also have the option to activate the "Multiple-Row Export" format toggle. When enabled, this feature allows for additional exporting options, enabling views like Ticket Parts and Labor to be exported as separate rows.
Select Save.
The email's subject line and title will indicate the name of the Custom View. The export file will be attached to the email, and the body will now read: "This email is subscribed to exports from: [Custom View Name]."
