Task Schedule Email Notification

Version

Application Scenarios

You can set scheduled tasks to assign tasks and inform results through email.

Functions

Set the sender and recipient, send reminders after the scheduled task is completed, and inform the recipient of the result through an email.

Section "Example" of this document demonstrates how to use the Email Notification function in Task Schedule.

Section "Function Details" of this document explains the Email Notification function in detail.

Schedule a task to send the latest sales details through email to the sales director at 18:00 of every evening.

Sample dashboard: the dashboard Sales Analysis in Industry Application > Electronics and Manufacturing Industry.

The data table used by this dashboard is in the Sales folder in Public Data > Department Data.

Setting a Sender

The sending cannot be completed without a sender.

Log into FineBI as the admin, choose System Management > System Setting > Mailbox, click Add 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

You need to first bind a mailbox for the sales director Alice to email her in the scheduled task.

Log into FineBI as the admin, choose System Management > User Management > All Users to edit the user information of Alice (Sales director), 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, choose System Management > Task Schedule > Task Management, and click Add Tasks to add a scheduled task.

Basic Settings

1. Set Sales_Statistics as Task Name.

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

Note:

In this step, you can also not set 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.

Dispatcher Object

1. Select BI Template as Object Type and the Sales Analysis dashboard in Industry Application > Electronics and Manufacturing Industry > Sales Analysis as Select Template.

Set ${now()}Sales Performance as File Name.

4. Tick pdf as the Accessory Archive.

Click Next.

Note:

Available email attachment is consistent with what you have selected in Accessory Archive.

Scheduling Cycle

Select Detailed Frequency Setting as Frequency, and click Add.

Set 18:00 as Time, Daily as Execution Date, and Select All as Month. Click OK to successfully add the detailed frequency.

Click Next.

File Processing

1. Select Email Notification as the Processing method.

2. In the Email Notification settings:

• Sender: the default sender of the system ( allow selecting other senders from the drop-down list if any)

• Recipient: Default User Group

• Subject: ${today()} Profit Data

• Mail Content: Please check the sales performance of today.

• Tick Template Preview in Content.

• Tick Use Attachments.

Click Save.

Demonstration

Since the task is executed at 18:00 every day, the task effect cannot be seen immediately.

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

After the task is executed once, Alice (Sales director), receives an email from the decision-making platform in her bound mailbox.

The email content is shown in the following figure.

In the step File Process of the Task Schedule, you can select Email Notification as the Processing method.

This section introduces the Email Notification function in detail and some points you need to note.

Sender

The sending cannot be completed without a sender.

Log into FineBI as the admin, choose System Management > System Setting > Mailbox, click Add Sender, and click OK.

In setting a scheduled task, Sender is the default sender of the system (allow selecting other senders from the drop-down list if any).

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.

Recipient

Recipient can be either from Default User Group or from Custom Mailbox.

Note: If the email address of a recipient is empty, a prompt pops up when you save the task (failed), indicating that the email address of the recipient cannot be empty.

1. Default User Group

Default User Group is in Task Schedule > Basic Setting. Users in the decision-making platform will receive emails sent by Task Schedule.

If the users in Default User Group  have no bound mailboxes in All Users, the email cannot be successfully sent.

2. Custom Mailbox

You can manually enter multiple mailboxes (without being bound to users in the decision-making platform). Mailboxes are separated by the comma (Alice@gmail.com,James@gmail.com).

Note:

If the character length of entered email addresses is more than 1000, the task cannot be saved. A prompt pops up: Task Update Failed.

The character length of the parsed email addresses (for example, entered using a formula) is not limited by FineBI. The task can be saved. However, the task may fail to execute due to environmental factors such as restrictions imposed by the email server.

CC/Bcc

The recipients of CC and Bcc can either be from the list of platform users or from Custom Mailbox.

1. Platform Users

Scheduled tasks will send a copy/blind copy of the email  to users selected from the decision-making platform.

Platform users that can be selected must  have bound mailboxes in All Users (users not in the drop-down list if mailboxes are unbound).

The recipient's email addresses for CC and Bcc will be displayed as the order selected by you.

2. Custom Mailbox

You can manually enter multiple mailboxes (without being bound to users in the decision-making platform). Mailboxes are separated by the comma (Alice@gmail.com,James@gmail.com).

Note:

If the character length of entered email addresses is more than 1000, the task cannot be saved. A prompt pops up: Task Update Failed.

The character length of the parsed email addresses (for example, entered using a formula) is not limited by FineBI. The task can be saved. However, the task may fail to execute due to environmental factors such as restrictions imposed by the email server.

Subject

• Subject is the title of the email (a required field that cannot be empty).

1. Subject supports common text. You can enter manually.

2. Subject supports formulas. For details, see Supported Formulas in Task Schedule.

Mail Content

Mail Content is the body of the email (not a required field).

1. Supported Text

Mail Content supports common text. You can enter manually.

2. Supported Formulas

Mail Content supports formulas. For details, see Supported Formulas in Task Schedule.

3. Supported HTML Tags

HTML tags can be used in Mail Content.

HTML tags that can be used in emails include: a, abbr, b, br, button, dd, dl, dt, form, hr, i, img, input, li, ol, p, span, sub, sup, table, td, tr, and ul.

You are advised to follow the following tips when using HTML:

• Most email clients do not support the body tag. If other tags are not parsed due to the absence of the body tag, you can try to add the body tag.

• Try to use the table tag for webpage layout instead of the div tag.

• The img tag is the only external resource referenced by the client. But many clients do not display images by default (such as Gmail), so it is important to ensure that the main content can be read even without images. And ensure that the borders of the image link added by the client is removed.

• <img border="0" style="display:block;">

• You are advised to define clear height and width for all images.

• Use inline styles (not shorthand form) in all CSS rules

• When the email content is displayed in HTML format, some fonts are not supported for display.

• The unsupported fonts (displayed as SimSun font) are those that contains special symbols like spaces and - in the font name, such as Windding 3.

Template Preview in Content

The dashboard content will be displayed in the image format at the email body if you tick Template Preview in Content.

Use Attachments

If no attachments are selected in Dispatcher Object > Accessory Archive, the Use Attachments function will be grayed out in Email Notification. There will be no attachment files in the email.

If you tick the attachment in Dispatcher Object > Accessory Archive, you can tick Use Attachments in Email Notification.

The type of attachment selected in Accessory Archive is consistent with the type of email attachment sent.

Received Email

The corresponding relationship between received emails and settings is shown in the following figure.

Note:

If the option Template Preview in Content is selected, the body will be displayed as an image.