I want to send an dataset via email on a schedule.
I want to send a notification with data in the body of the email to certain users.
So you want to get a little fancier? Perfect! Check out the Notification Creator documentation here.
I want just send the datasets I'm looking at right now, no need to schedule.
Not a problem, please see how to simply email a dataset on demand here.
To Schedule/Automate a Schedule a notification with the data as an attachment, follow the steps outlined below.
From any dataset, click the "Share" button, and then click "Schedule".
This opens a new notification through the Notification Creator, with a default section of Send to: Enter Recipients.
DETERMINE THE RECIPIENTS AND MESSAGE
Step 1: Name your Notification. This is an internal name wich will be stored in the Notification Creator.
Step 2: Add a Notification Description. This is also an internal description. Use it wisely! Add the report attachment. The expected action and any internal policies.
Step 3: Leave "Send to" as "Enter Recipients". This has been selected for you, because you'd like to schedule a notification as an attachment.
Step 4: Add the recipient's email address. Additional emails can be added by clicking enter.
Step 5: Add the Subject Line. This is an external field and the subject line of the email.
Step 6: Add the Message Body. This is an external field and the body of the email message.
REVIEW THE ATTACHMENT
Step 7: Leave the Dataset selection. This has been selected for you, because you'd like to schedule the notification for that particular dataset. The dataset will be attached to the email.
Step 8: Review the Filters. Click "Set Filters". Each filter that is in the report will populate under "Attachment Filters". The attachment that is set is filtered based off the selections you make here (and NOT what has been selected in the report itself). This allows you to use the same report with different filters for different notifications. This also allows you to run the report on demand and not change the data that will be sent in the automated report. Clicking "Reset" will remove all filters and send the full dataset.
Step 9: Select the File Type - either XLS or CSV.
SET THE SCHEDULE
Step 10: Review Parameters
Send Only On Demand: Click this on if you wish to save the notification, but you do not want to send it on a schedule.
Do Not Send Empty Report: Click this on if you wish to not send the notification if the contents of the attachment are empty. (For example, you have a report that has at-risk students. If no students meet your at-risk filters, and the report is empty, no need to send it on to your instructors.)
Log InContact: This is intentionally greyed out because an attachment of data is not associated to one user and cannot be logged through InContact.
Step 11: Set a Start and End Date for your notification.
Step 12: Select Notification Schedule. Select how often you'd like the notification to be sent. Additional components will appear based off your selection to choose the day and time, when applicable.
What controls the data within the attachment?
Great question. Remember to use your Filters in the Attachment section wisely. These filters control which data is populated into the notification.
What email address sends the notification?
Emails will be sent from NoReply@IntelliBoard.net. Please allow/accept this email as a Safe Sender for your organization.
Can I change the email that sends the notification?
We are unable to change who sends the email (per best security practice), but you can add an email signature notifying users they should forward their request/reply to the relevant parties instead of replying to NoReply@IntelliBoard.net.
Can I add a signature to my email?
Yes! We encourage you to create a personalized signature. Please see supporting documentation here.
For additional assistance, please email helpdesk@IntelliBoard.net