Notifications offer a way to send email reminders or alerts to users on a periodic schedule or under certain data conditions. For example, you can set up a notification that generates a snapshot of a sales dashboard and emails the resulting image to you once a week.
2. Set up a notification
To create a notification for yourself or others, open an existing dashboard (or report) and then switch to View mode.
Go to the toolbar and click Notification. From the dropdown, choose the type of notification you want to create.
3. Types of notifications
A scheduled notification occurs on a periodic schedule which you define by selecting recurrence and other scheduling options.
Click Define Schedule to configure the scheduling options.
A note-based notification lets you know when a user has added a note (annotation) to a metric set.
Use the dropdown to select the metric set you want to monitor for notes.
A data-driven notification occurs when a change in data is detected on a scheduled basis (i.e., polling).
Click Define Schedule to schedule the polling for data changes.
Then click Add Condition to define the specifics of the data changes you want to monitor (e.g., a change of state for a metric set).
4. Notification options
4.1. Define Schedule
The Define Schedule option is available for scheduled and data-driven notifications.
To define a schedule, first enter the start date and time for the schedule.
Select the Recurrence checkbox if you want to specify different times within a scheduled day to be part of the schedule. Click Add Recurrence to add a time of day to the schedule (24 hour clock).
Next, decide how the schedule should end. You can choose to keep the schedule going forever, indicate that it should end after a certain number of occurrences, or enter a specific date to end by.
Finally, choose between one of the following scheduling patterns:
- A daily pattern occurs every day or every Nth day.
- A weekly pattern occurs weekly or every Nth week. Plus, you can indicate the days of the week to include in the schedule.
- A monthly pattern occurs once a month. You can choose which months to include and also which day of the month.
4.2. Select Export Content
The Select Export Content option is available for all notification types.
Use this option to specify the file format for exporting the dashboard (or data visualization(s) within the dashboard). The exported file can be included as an attachment of the email notification or delivered to a folder location.
Supported export formats include:
- Image (PNG)
Depending on the format, you can choose to export the entire view (dashboard) or selected data visualization(s). For more details about export options, see Share or export your work.
4.3. Setup Delivery Options
The Setup Delivery Options dialog is available for all notification types.
The default delivery method is to send an email message with the exported file included as an attachment. In this case, click Add recipient to add more users (or email addresses) to receive the notification. Being included on a recipient list means you are subscribed to that notification.
Enter the subject and body text for your email message in the fields provided. Right-click in either field to insert placeholders such as the creation date or name of the user who created the notification.
You can also have the notification delivered as an export file that is placed in a specified folder location. To do this, set Delivery method to Create File.
Specify a folder location for storing the generated files, and a file name template which is just a prefix that will be used to compose the actual filenames. Then enter a lifetime for generated files (in hours).
4.4. Data Driven Condition
The Data Driven Condition dialog is displayed when you add a new condition to a data-driven notification. A data condition specifies the criteria for detecting or evaluating changes in data.
For example, the figure below shows the configuration of a data condition that detects a state transition in the selected metric set from its 'Good' state to its 'Bad' state.
If the metric set you want to monitor (poll) does not have any state groups, you can add custom states instead.
You can also monitor a data point (measure) in the metric set for specific hierarchies as follows.
Select a Condition Category and the Metric Set you want to monitor.
In the Target Cells tab, click Add Target Cell. Then click on the cell in the table visualization that you want to monitor.
5. View or update your notifications
From the main menu, click Profile to view and edit your user profile.
In the My Profile dialog, scroll down and click Notifications to view your list of notifications.