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Content Sharing Externally from Insights: Schedules & Alerts

Ashley Dehertogh avatar
Written by Ashley Dehertogh
Updated over a month ago

Overview

Insights makes it easy to share your dashboards and visualizations with others outside your organization. Whether you need to send regular updates or trigger alerts based on specific data conditions, these features help ensure your valuable insights reach the right people at the right time.

Note: To provide maximum flexibility, schedules and alerts are turned off on FLYR Templates by default, but they’re fully enabled for any content you create! Just duplicate the desired template and save it in your My Documents page for personal use or to the appropriate shared folder for others to view and access. From there, you can set up your own schedules, share with other users in the product, or even schedule external sharing.

This setup allows us to continuously update templates with new data points and features as they’re released—all without disrupting any schedules you’ve set up on your saved reports!

Destinations & Formatting Options

Destinations

Format Options

Email

CSV (in Zip File), PNG, PDF, XLSX

SFTP

CSV (in Zip File), PNG, PDF, XLSX

Webhooks

CSV (in Zip File), PNG, PDF, XLSX

CSV & XLSX Scheduling Details

  • Send All Possible Results. When scheduling a data table to either CSV or XLSX, you can tick the box labeled “Send all possible results.” This option ignores any query row limits—whether self-imposed or default—to include every row that matches your query.

    • A tooltip clarifies that query limits will be bypassed when you select this option.

    • If your query is large, keep in mind that file sizes can become quite big.

  • Handling Large Attachments. Email clients often limit attachment sizes. If the file surpasses these limits, Insights automatically provides a download link in the email instead of attaching the file.

    • The download link points to a secure object in an S3 bucket.

    • Access is protected by the unique URL.

    • The link expires after 7 days.

    • Only individuals with the direct link can access the file.

⚠️ Limitations for Dashboard-Level XLSX Exports.

The “Send all possible results” option is not currently supported when scheduling an entire dashboard to XLSX. If you need the full set of rows from a table visualization in XLSX format, schedule that specific tile instead. To do this, click the three-dot menu (⋮) on the tile and select Schedule delivery from the options.

Deliveries & Alerts for Dashboards 📊

Setting Up Deliveries & Alerts

  1. Navigate to Deliveries & Alerts:

    • Click on the File menu located on the left-hand side.

    • Select Deliveries & Alerts.

  2. Configure Delivery Settings:

    • Build a New Delivery: Choose option 1 to create a new delivery schedule.

    • Edit Existing Deliveries: Choose option 2 to modify existing schedules you own. If you don’t own the schedule, you can only subscribe to it or create your own.

  3. Choose Delivery Type:

    • Schedule: Runs at a specified date/time regardless of results.

    • Alert (Beta): Delivers results based on conditions you set.

  4. Set Delivery Parameters:

    • What to Send: Choose to send the entire dashboard or specific tiles (charts).

    • Destination: Select Email, SFTP, or Webhook.

    • Name the Delivery: Give your delivery schedule a meaningful name.

  5. Customize Delivery:

    • Cadence: Define how often the delivery should occur (daily, weekly, monthly, or custom).

    • Formatting & Filtering:

      • Choose CSV, PNG, PDF, or XLSX.

      • Apply filters to narrow or expand the data view as needed.

      • If using CSV or XLSX, consider the “Send all possible results” option for full datasets

    • Recipients: Specify who will receive the delivery.

  6. Set Alert Conditions (If Applicable):

    • Choose Result Set: Select data from one of the charts on the dashboard.

    • Define Conditions: Set the criteria that will trigger the alert.

Destinations 📬

Email

  • How to Use: Simply select Email as the destination and add the recipients you want.

  • Flexibility: You can send emails to both Insights users and external non-users.

  • Large File Handling: If “Send all possible results” produces a file too large for email, you’ll receive a secure download link instead of an attachment.

    • Points to an S3 bucket object.

    • Expires after 7 days.

    • Secured by the unique link.

  • Limitation: Currently, entire dashboards cannot be scheduled to XLSX with “Send all possible results.” If you need to capture all rows for XLSX, schedule each tile individually.

SFTP

  • How to Use: Choose SFTP as the destination and fill out the necessary form.

  • Security: Passwords are automatically encrypted for your peace of mind.

Webhooks

  • How to Use: When creating a schedule, simply enter the webhook's destination URL.

  • Scheduling to Webhooks:

    • Webhook Response Requirement:

      • Ensure your webhook is set up to respond with an HTTP 200 status code when it receives a POST request from FLYR Hospitality. This helps avoid delivery retries or failures.

    • Webhook Metadata by Format:

      • Link-Only Format: Sends a POST request with a JSON object containing {url: <your_dashboard_url>}.

      • ther Formats: Sends a POST request using FormData to organize key-value pairs, where file names are keys and file contents are values.

🗓️ Scheduling Options

Cadence

  • Flexible Scheduling: Choose to send deliveries daily, weekly, monthly, or set up a custom timeframe using cron expressions.

  • Custom Cron Scheduling: For more precise control, use custom cron strings based on AWS cron syntax.

  • Below are several examples of custom schedules, more notes and examples here:

    Allowed Values Allowed Special Characters

    ┌───────────── minute 0-59 * , - /
    │ ┌───────────── hour 0-23 * , - /
    │ │ ┌───────────── day of month 1-31 * , - / L W ?
    │ │ │ ┌───────────── month 1-12 or JAN-DEC * , - /
    │ │ │ │ ┌───────────── day of week 1-7 or SUN-SAT * , - / # L ?
    │ │ │ │ │ ┌───────────── year any * , - /
    │ │ │ │ │ │
    * * * * * *

    Examples:

    • 9 AM Each Morning: 0 9 ? * * *

    • 6:30 AM on Last Day of Month: 30 6 L * ? *

    • 8:45 AM Every Weekday: 45 8 ? * MON-FRI *

Test Now

  • Immediate Delivery: Send the report right away by selecting Now or Test Now at the bottom of the delivery setup page.

  • Verification: This option lets you confirm that your delivery settings are working correctly by sending a test report to all specified recipients.

👥 Recipients

  • Email:

    • Versatile: Can send to both Insights users and external non-users.

    • Shell Accounts: External recipients receive a shell user account, allowing for dynamic permissioning and better management of who receives what.

    • Personalization: Option to personalize content based on user attributes. For example, if there was a general dashboard that shows the quarterly sales information for an entire company, a user could have that information delivered to each area sales manager so that it only shows the data for their region by checking the box to personalize delivery.

  • Webhook & SFTP:

    • Customization: Recipients are determined by the specific configuration for each destination.

🔍 Filters on Deliveries

  • Default Filters: Automatically applied to any new schedule based on the dashboard's current filters.

  • Custom Filters: If you want to tweak the filters, go to the Dashboard tab, update the filter section, and save. Remember, updating the dashboard's filters won't automatically adjust your scheduled filters.

  • Usage Example: Create different schedules with filters set to Value A and Value B to send customized dashboard content to different recipients.

  • Hide Titles or Filters: Option to hide titles or filters on dashboards and tiles when creating a delivery.

⚠️ Editing Dashboards with Deliveries

Warning: If a dashboard has a scheduled delivery, trying to edit it will show a warning in the top right-hand corner.

📈 Deliveries & Alerts for Tiles

  • Tile-Level Sharing: Just like dashboards, you can set up deliveries and alerts for individual tiles (charts).

  • Accessing Options: Available through the three-dot menu (⋮) on the tile.

  • Reason to Schedule Individual Tiles: If you need “Send all possible results” for XLSX (full row export), you must schedule each table tile separately instead of scheduling the entire dashboard.

🤝 Need Assistance?

If you have any questions or need a hand with external sharing in Insights, our Advisory team is here for you! Use the in-platform chat to reach out, and we’ll gladly help.

By leveraging external sharing features, you ensure your dashboards and charts are accessible to everyone who needs them. Happy sharing! 🎉

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