Example for Task Schedule—Weekly Report

Version

Application Scenarios

Sales personnel need to make weekly sales reports every week and show them to the sales director, which is time-consuming.

FineBI's Task Schedule function can replace traditional daily and weekly reports, and automatically update data and send weekly report emails, freeing you from this tedious and repetitive work.

Functions

This article takes an example to explain how to use Task Schedule.

Example:

1. Prepare a weekly report dashboard, and update data at 8:00 PM every Sunday.

2. Through Task Schedule, the weekly report dashboard will be pushed to the sales director of the sales department by email at 9:00 PM every Sunday.

Preparing a Weekly Report Dashboard

This article uses the dashboard Real Estate Company Sales Data Monitoring in My Analysis > Industry Application > Real Estate of the admin account as the weekly report dashboard.

Setting Regular Data Update

To ensure that the weekly report is sent out each time with the latest data, it is necessary to set scheduled updates for the data table used by the dashboard.

The data parent table used by the Real Estate Company Sales Data Monitoring dashboard is the data table in the Real Estate folder in Public Data > Industry Data.

1. Hover the cursor over the folder Real Estate, and click  > Folder Update > Timing Settings.

2. Set to update the data table in this folder at 8:00 PM every Sunday.

Setting a Sender

This scheduled task requires sending an email to the sales director of the sales department, so you need to set a sender, otherwise the sending will fail.

Log into FineBI as the admin, click Manage > System > Mailbox > Add Sender to add a sender, and click OK.

Note:

1. The configuration steps may vary based on the type of the sender's email. For details, see Mailbox.

2. After configuration, click Send Test Mail to ensure that the mailbox is available.

Setting a Recipient

To email the sales director, you need to first bind a mailbox for the sales director Alice.

Log into FineBI as the admin, click Manage > User > All Users to edit the user information of Alice (Sales director) and enter her Mailbox information, and click OK.

Note:

This example only demonstrates how to configure the user's mailbox in FineBI. The admin can also configure mailboxes when synchronizing or manually adding users. For details, see Adding Users, Importing Users, and Synchronizing Users.

Adding a Task

Log into FineBI as the admin and click Manage > Task Schedule > Task Management > Add Tasks to add a scheduled task.

Basic Settings

1. Set Sales Weekly Report as Task Name.

2. Click Edit in Default User Group. Select Sales director in Sales department, and click OK.

Note:

In this step, it is acceptable to not set the default user group. When setting the email recipient, you can send the email to a specified mailbox, but cannot associate the email with the user of the decision-making platform.

Confirm that All Departments:Sales department:Sales director is selected in Dept., and click OK to finish setting the default user group.

Click Next.

Task Scheduling Object

Configure the following settings:

1. Object Type: BI Template

2. Select Template: the Real Estate Company Sales Data Monitoring dashboard in Industry Application > Real Estate > Real Estate Company Sales Data Monitoring

3. File Name: ${today()} Sales Weekly Report

4. Accessory Archive: pdf

Click Next.

Scheduling Cycle

Select Detailed Frequency Setting as Frequency, and click Add.

Set 21:00 as Time. Select Weekly and Sun as Execution Date, and Select All as Month.

Click OK to successfully add the detail frequency.

Click Next.

File Processing

1. Select Email Notification as the Processing method.

2. In the Email Notification settings:

Sender: FineBI defaults to the sender, and you can also select other senders from the drop-down menu.

Recipient: Default User Group

Subject: ${today()} Sales Weekly Report

Mail Content: Please check the sales situation of this week.

Tick Template Preview in Content.

Tick Use Attachments.

Click Save.

Demonstration

Since the task is executed at 9:00 PM every Sunday, the task effect cannot be seen immediately.

To see the effect immediately, you can go to Manage > Task Schedule > Task Management to find the task and select Run Once.

After the task is executed once, Alice, Sales director in Sales department, receives an email from the FineBI system in her bound mailbox.

The email content is shown in the following figure: