Schedule a Broadcast

Overview

Broadcasting allows you to send a report to one or more users, based on a defined schedule and set of rules. A personal broadcast is exactly the same as a standard broadcast, with the exception of defining who it is sent to. A personal broadcast is only ever sent to the person that defined the broadcast. 

  • Click the Broadcast button in the main navigation menu 

  • Click Create New and select the Broadcast (or Personal Broadcast) option.
  • The Broadcast window will open, providing you with the following options:

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Recipients

A Broadcast email can only be sent if recipients have been defined. One or more recipients can be selected for a Broadcast. 

Note: this step is not available for personal broadcasts. 

Subject, Body, File Type

Define the basics of the email to be sent.

1.  Enter text to appear as the subject line.

2.  Enter text you wish to use for the body of the email.

3.  Select the format you wish the report to be sent as, from the following:

    • HTML
    • PDF
    • CSV
    • DOCX
    • XLSX
    • Text
    • Link to Report

4. If the report is being broadcasted as a document, then an Append Broadcast Date checkbox will appear. Select it to include the current date in the document name.

5. When broadcasting a PDF file, a Secure PDF checkbox will appear. Use this to password-protect your PDF files. You can specify a password yourself, use the one created when exporting the file, or use a default one generated by INSIGHTS. 

Filters

If your report contains filters you will have the option to select which of these are applied to the Broadcast Report. 

The options include:

  • Current Filter Values
  • Default Filter Values
  • Bookmarks

Delivery Rule

A Delivery Rule is used for exception reporting. If you wish to send a report only if it meets certain criteria (for example: Revenue is less than 100,000) then you will need to add a rule.
  1. Change the Continuous option to Alert
  2. Click on the Add Alert Delivery Rules
  3. You will now have the choice of building a rule based on:
    1. One or more rows must match (e.g. is there a transaction less than $1000) OR
    2. Aggregate against entire result set (e.g. are the total sales less than $100000)
  4. Select the field you wish to apply the condition on, click Add Field, and apply your condition. You can add multiple conditions here if required.
  5. Click Submit to apply your condition(s)
  6. Your rule will now be displayed on the Broadcast window 

Schedule

The last step is to define the schedule for your Broadcast
  1. Select the frequency.
    Depending on the option selected here, you may be required to provide further details. For example, if Fortnightly is selected, you will be prompted to select either the first or second week of the fortnight to send in, as well as the day of the week.

  2. Apply Advanced Settings (if required)
    Sometimes you may find you need to set the Time Zone, and local time for delivery. This can be accomplished by clicking the Advanced Settings link.
    1. Timezone: allows you to set the deliver timezone.
    2. Limit Schedule Period: allows you to limit the schedule to run only within a set period, rather than forever ongoing.
    3. Failure Notification: allows you to define an administrator user to be notified if the broadcast schedule fails. 

Submit

  • Click the Submit button to complete the broadcast setup. 

  • You will now see your broadcast listed.
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