Downloading and Sending Dashboards and Reports

Owned by Chellie Esters
Last updated: May 21, 2024
10 min read

Analytics provides you with many ways to download and/or send dashboards and data. From any dashboard you can:

Downloading Data

Downloading Data from a Table or Visualization

On any table or visualization, you can download the underlying data to the formats Excel (2007 or later), CSV, TXT, or PNG. (For data experts, JSON, HTML, and Markdown formats are also available.)

⦿ How to Download Data from a Single Visualization or Table
  1. On the desired table or visualization, hover over the upper-right to expose the 3 dots menu, and then click Download Data. The Download modal appears.

  2. Select the desired options:

    1. File Format: Download the data in Excel (2007 or later), CSV, TXT, or PNG. (For data experts, JSON, HTML, and Markdown formats are also available.)

    2. Results: Leave on With visualization options applied to download the data the way it appears on the dashboard. In other words, chart builders may have changed the names of column headers, chart legends, or X and Y graph labels to make the data easy to view in the dashboard. Keeping this option checked retains that view.
      1. To view the actual Dimensions, Measures, and data fields used to build the chart, change this setting to As displayed in the data table.
    3. Values: Leave on Formatted to see the data with relative decimals, percentages, commas, and the like. To change to more of a raw data format, change this setting to Unformatted.
    4. Limit: Leave on Results in Table to return the data as-is. 
      1. Use All Results to download all data that is related to this chart.
        1. For example, the chart builder may have used 500 rows of data, but then limited the visualization to only view the top 100.

      2. Use Custom to download a certain number of rows of data.

        1. For example, the chart builder may have used 500 rows and the chart uses the top 100 rows, but you want to see 300 rows of data.

          The maximum number of rows that can be downloaded at one time is 5,000.

    5. File Name: A default name is listed but you can change it.

  3. Click Download to save the file to your device.

Downloading a Dashboard to PDF or CSV

In the upper-right corner of any page, click the vertical ellipses to download the selected Dashboard in either PDF or a CSV collection.

For dashboards with multiple tabs, only the tab displayed will download.

Saving a Dashboard as a PDF

Interactive PDF files include work order links that, when clicked, navigate back to the Work Order Details in Service Automation. Users with access to the work order through Service Automation permissions will see the details when the link is clicked.

Also, tables in a PDF can be expanded to see all data rows, not just the rows that are visible in the dashboard.

⦿ How to Download a Dashboard to PDF
  1. On the desired dashboard (or dashboard tab), click the vertical ellipses icon in the upper-right of the page, and then click Download. The Download modal appears.

  2. A default Filename appears, but you can change it.

  3. Under Advanced options:

    1. Single-column format lays out all tables and visualizations on a page into one column in the PDF, as opposed to how it is laid out in the dashboard.

    2. Expand tables shows all rows in a table, instead of just the rows that appear on the dashboard.
    3. Paper size adjusts the PDF to your desired size.
  4. Click Open in Browser to view the PDF in your chosen browser, or click Download to save a version of the report onto your device.

Saving a Dashboard in a CSV Zip File

For every table and visualization on a dashboard, a CSV file is created that includes the raw data of the file.

This is an example of the Insite - Program Overview dashboard. Every tile on the dashboard is exported as its own CSV file. The more visualizations on a dashboard, the more CSV files will download.

⦿ How to Download a Dashboard to CSV Zip File
  1. On the desired dashboard (or dashboard tab), click the vertical ellipses icon in the upper-right of the page, and then click Download as CSVs... A new browser tab opens.
  2. After the files render, you are prompted to save the CSV Zip file onto your device.

Three files can be removed from the export: footer.csv, menu.csv, and navigation_bar.csv, as these related to Analytics navigation and page layout.

Sending Reports and Data to Email Recipients

Under the vertical ellipses select Schedule Delivery to manually email a report one time, or Schedule to set up a recurring email send.

For Premium Users, hover over the top-right corner of any table or visualization to access Alerts that can be set up based on data conditions.

Sending a One-Time Report via Email

Use the Send option to manually email your current dashboard or visualization view to email recipients.

From here, you can choose your delivery method, destination, and format, as well as advanced options such as filters and expanded tables.

Should you need to send a report with expanded tables, you can find that option under Advanced Options.


⦿ How to Send a Report Manually
  1. On the desired dashboard (or dashboard tab), click the Gear icon in the upper-right of the page, and then click Send. The Send (Dashboard Name) modal opens.
  2. A Title is given by default, but you can change it.
  3.  Under Who should it be emailed to?, enter the desired recipient(s), separated by a comma, and then click Add.
    1. (Optional) Click Include a custom message to add a personal note.
  4. Under Format data as, choose PDF, Visualization, or CSV Zip file.
  5. (Optional): Click Filters to limit the criteria that appear in the email. Note that the same filters on the dashboard itself will also appear here.
  6. (Optional): Click Advanced Options for more dynamic controls.
    1. Email Options: 
      1. Check Run schedule as recipient to send the report with the data they would see as if they ran the query themselves. In other words, if you have a District Manager with access to 2 locations in 1 district, but your report covers 5 locations across 20 districts, the recipient will receive a report with only their 2 locations in that district. Each user's user attributes and system access controls what recipients see when this box is checked.
      2. Include links is checked by default, as this allows users to click work order links and navigate straight to Service Automation.
    2. Format Options:
      3. (CSVs) Apply visualization options is checked by default, as this allows the data to download the way it appears on the dashboard. In other words, chart builders may have limited the number of data rows to show, or may have changed the names of column headers, chart legends, or X and Y graph labels to make the data easy to view in the dashboard. Keeping this option checked retains that view.
        1. To view the Dimensions and Measures used to build the chart, change this setting to As displayed in the data table.
      4. (CSVs) Formatted data values is checked by default, which leaves the data intact with relative decimals, percentages, commas, and the like. To change to an unformatted, raw data format, uncheck this box.

  7. Click Send. The email is sent to your recipients.

Scheduling a Recurring Report

Scheduling a report is the same as sending a manual report except that you can set the intervals at which recipients should receive the reports. You can set up a scheduled report on the same dashboard that you are currently viewing. 

You can also modify and delete scheduled reports.


⦿ How to Schedule Reports
  1. On the desired dashboard (or dashboard tab), click the Gear icon in the upper-right of the page, and then click Schedule. The Schedule (Dashboard Name) modal opens.
  2. A Title is given by default, but you can change it.
  3.  Under Who should it be emailed to?, enter the desired recipient(s), separated by a comma, and then click Add.
    1. (Optional) Click Include a custom message to add a personal note.
  4. Under Format data as, choose PDF, Visualization, or CSV Zip file.
  5. Under Deliver this schedule, choose
    1. Daily: Every day, Weekdays only, or on specific days, at the time you specify.
    2. Weekly: The same day of the week at the time you specify.
    3. Monthly: On the same date of every month, at the beginning of the quarter (Jan 1, Apr 1, July 1, and Oct 1), or during specific months, at the time you specify.
    4. Hourly: Every 1, 2, 3, 4, 6, 8, or 12 hours, at x minutes past the hour, between the hours you specify.
    5. By minute: In 5-minute increments, up to 30 minutes, between the hours you specify
  6. (Optional): Use Filters to limit the criteria that appear in the email. Note that the same filters on the dashboard itself will also appear here.
  7. (Optional): Use Advanced Options to make the report even more dynamic.
    1. Email Options: 
      1. Check Run schedule as recipient to send the report with the data they would see as if they ran the query themselves. In other words, if you have a District Manager with access to 2 locations in 1 district, but your report covers 5 locations across 20 districts, the recipient will receive a report with only their 2 locations in that district. Each user's user attributes and system access controls what recipients see when this box is checked.
      2. Include links is checked by default, as this allows users to click work order links and navigate straight to Service Automation.
    2. Format Options:
      3. (CSVs) Apply visualization options is checked by default, as this allows the data to download the way it appears on the dashboard. In other words, chart builders may have limited the number of data rows to show, or may have changed the names of column headers, chart legends, or X and Y graph labels to make the data easy to view in the dashboard. Keeping this option checked retains that view.
        1. To view the Dimensions and Measures used to build the chart, change this setting to As displayed in the data table.
      4. (CSVs) Formatted data values is checked by default, which leaves the data intact with relative decimals, percentages, commas, and the like. To change to an unformatted, raw data format, uncheck this box.

  8. Click Send. The email is sent to your recipients.

Modifying and Deleting a Scheduled Report

While on the same dashboard as the scheduled report, you can simply click the Gear Icon > Schedule to modify, duplicate, or delete a schedule, or add a new schedule using the same dashboard.

To see a list of all scheduled reports under all dashboards, click the profile icon > Schedules.


From here you can

  • view a list of scheduled reports, and then navigate to the associated dashboard to modify the report.
  • delete scheduled reports.
⦿ How to access Schedules from the Scheduled Reports List

  1. In the upper-right corner of Analytics, click the profile icon > Schedules. The Schedules You've Created page appears.

  2. To delete a schedule, click Delete to the right of the schedule.

  3. To modify a schedule:

    1. Locate the desired schedule and then click the schedule Name to go to that dashboard.

    2. Click the Gear Icon > Schedule to modify or duplicate the schedule.

⦿ How to access Schedules from the Scheduled Reports List

  1. In the upper-right corner of Analytics, click the profile icon > Schedules.

  2. On the Schedules You've Created page, locate the desired schedule and then click the schedule Name to go to the dashboard.

  3. Click the Gear Icon > Schedule to modify, duplicate, or delete the schedule.

Deactivated Users and Scheduled Reports

Users with either an Analytics Lite or Pro license can set up scheduled reports.

  • Users who downgrade their license from Analytics Pro to Lite will retain their scheduled reports.
  • Users who are completely deactivated from Analytics will lose all scheduled reports, and other users who were emailed those scheduled reports will no longer receive them. Should a user lose access to Analytics and you need a previously scheduled report to be transferred to another user, please contact your ServiceChannel representative.

Setting an Alert on a Visualization Based on Conditional Criteria

Analytics Premium users with Pro access can create an alert to receive a scheduled email whenever the results from a dashboard tile meets or exceeds a specified threshold. The alert uses the default filter of the dashboard — in other words, changing the filters in the dashboard away from the default will have no bearing on the filters used for the alert, as it will always use the default filter configured for the dashboard.

⦿ How to Set an Alert on a Table or Visualization
  1. On the desired table or visualization, hover over the upper-right corner and click the bell icon. The Alerts modal appears.
  2. The title of the visualization appears as the title of the alert, but you can change this to help identify your conditions.

  3. Under Condition, choose the criteria that you would like to see (for example, # of work orders is greater than 25 or Any invoice amount is greater than 300)

    When setting an alert for invoices, you do not need to enter a currency symbol.

  4. Enter an Email where the alert notification should be sent.
  5. Select the Frequency of the email: Hourly, Daily, Weekly, or Monthly, by a certain day/date and time.
  6. Click Save Alert. The recipients will begin receiving the notifications when the data reaches the criteria specified.
  7. The Alert modal appears where you can
    1. click Done to finish setting Alerts;
    2. click the 3 dots to edit the Alert you just created; or
    3. click New to create a different alert.

When you hover over a visualization with an alert, you will see the bell with a number, indicating the number of alerts set for that visualization.

Following an Alert

When another Pro user sets up an alert, you can follow that alert.

Standard (Light) users cannot follow alerts.

⦿ How to Follow an Alert
  1. Click the desired alert. The Alerts modal appears.
  2. Click Follow. You will now receive email notifications from that alert.

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