Scheduled email notifications

1. Version

2. Application scenarios

When users need to assign tasks in the form of emails or inform others about the results, they can set up scheduled tasks to send emails.

3. Function introduction

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

The second chapter of this article demonstrates the use of the scheduled email notification function through a simple example.

The third chapter of this article explains in detail the function of regular scheduling email notification.

Note: If you select the FineReport report template for the "Object Type" in the scheduling object step, please refer to the Scheduled Task Sending Email

Example of this article: Through the scheduled task, push the latest sales details to the mailbox of the sales director of the sales department at 18:00 every night.

The BI dashboard used in the example is: "Product Sales Analysis" dashboard under "Industry Application > Retail Industry".

The data table used in this dashboard is: the data table under "Data List (Extraction) > Functional Data > Sales DEMO"

1. Set the sender

To send an email, a sender is required, otherwise the sending action cannot be completed. The sender of each data decision system is unique and only needs to be set once.

Click "Manage > System  > Mailbox", configure the sender account, and click "Save", as shown in the following figure:

Note 1: For different sender mailbox types, the configuration steps may not be exactly the same. For details, please refer to: Mailbox .

Note 2: After the configuration is complete, please click "Send Test Email" to ensure that the mailbox is available.

2. Set recipient

This scheduled scheduling task needs to send an email to the mailbox of the sales director of the sales department, so it is necessary to bind the mailbox to the sales director Lisa first.

Click "Manage > User  > All User", edit the user information of sales supervisor Lisa, fill in the email information, and click "OK". As shown below:

Note: This example only demonstrates how to configure mailboxes for users in the system. The administrator can also configure mailboxes when synchronizing/adding users manually. For details, please refer to: Adding Users , Importing Users , and Synchronizing Users .

3. Add tasks

The administrator logs in to the data decision system, clicks "Manage > Task Schedule > Task Management", and clicks "Add a Task" to add a scheduled task. As shown below:

4. Basic Settings

1) "Task Name" is set to "SalesDetails".

2) Click the "Edit" button of "Default User Group". Select the "Sales Supervisor" of the sales department for the department and click OK. As shown below:

Note: You can also not set the default user group in this step, then when setting the email recipient, you can send it to the specified email account, but you cannot associate the email with the users of the data decision system.

Confirm that "All Departments: Sales Department: Sales director;" is selected in the department, and click "OK" to complete the default user group setting. Click "Next", as shown below:

5. Scheduling objects

1) Select "BI Template" for the object type, and select the template: "Sales Director Real-time Dashboard" dashboard under "Manage Cockpit"

2) The file name is set to " ${now()}'s Sales".

3) Select "pdf" for the attachment file.

Click "Next", as shown below:

Note: Attachment Archive " is checked in this step, and what type of email attachments can be selected when sending emails.

6. Scheduling Period

Select "Detailed Frequency Setting" for the execution frequency, and click "Add".

Set the execution time as "18:00", the execution day as "Daily", and the execution month as "Select All", and click "OK" to successfully add the detailed frequency.

Click "Next". As shown below:

7. File Handling

1) For the processing method, select "Email Notification".

2) In the "Mail Notification" settings:

• The recipient is: "Default User Group"

• Subject: Sales of ${today()}

• The content of the email is: Please check today's sales.

• Check: Text preview template content

• Check: text plus result link

• Tick: Use attachments

Click "Save", as shown below:

8. Effect preview

Since the execution frequency of this task is performed once every night at 18:00, the effect of the task cannot be seen immediately.

In order to see the effect of the task immediately, you can find the task in the "Manage >Task Schedule > Task Management" interface and select "Execute once".

After the task is executed once, an email from the data decision system is received in the mailbox bound to the user Lisa corresponding to the position "Sales Department > Sales Director".

The content of the email is shown below:

In the "Scheduling > File Processing" step, the user can select the "Email Notification" processing method. As shown below:

This chapter will introduce the functions and precautions of the mail notification processing method in detail.

1. Prerequisites

To send an email, a sender is required, otherwise the sending action cannot be completed. The sender of each data decision system is unique and only needs to be set once.

The administrator logs in to the data decision system, clicks "Manage > System > Mailbox", configures the sender account, and clicks "Save", as shown in the following figure:

Note 1: For different sender mailbox types, the configuration steps may not be exactly the same. For details, please refer to: Mailbox .

Note 2: After the configuration is complete, please click "Send Test Email" to ensure that the mailbox is available.

2. Recipient

Recipients can be "Default User Group" and "Custom Mailbox".

1) Default user group

The default user group is the default user group set in "Scheduling > Basic Settings", and the scheduled scheduling task will send emails to the mailboxes of users of the data decision system.

It should be noted that if the user information of the default user group is not bound to the mailbox, the email cannot be sent successfully.

2) Custom mailbox

The custom mailbox supports manually filling in multiple mailboxes without binding with the users of the data decision system. The mailboxes are separated by " ,". For example 111@qq.com,222@qq.com,333@qq.com

Note: For manually filled email addresses (such as 111@qq.com, 222@qq.com, 333@qq.com), if the length of the entered characters exceeds 1000, the task cannot be saved, and it will prompt "Task addition failed", as shown in the figure below Show:

         The parsed email address (for example, using formula input), the input character length is not limited by FineBI, and the task can be saved. However, the task execution may fail due to environmental factors such as mailbox server limitations.

3. Cc/Bcc

The recipients of Cc and Bcc can be "Platform User" and "Custom Email".

1) Platform users

The objects of cc and blind copy can be selected from users in the data decision system, and scheduled tasks will be cc/bcc emails to the mailboxes of the users of the data decision system.

• The platform user information that is allowed to be selected must be bound to an email address.

• If the platform user has no information and no mailbox is bound, it will not appear in the drop-down list.

• Cc and Bcc recipient mailboxes are displayed in the message in the order selected by the user.

2) Custom mailbox

The custom mailbox supports manually filling in multiple mailboxes without binding with the users of the data decision system. The mailboxes are separated by ",". For example 111@qq.com,222@qq.com,333@qq.com

4. Themes

The subject is the title of the email. It is required and cannot be empty.

1) The email subject supports normal text and can be entered manually.

2 ) The email subject supports formulas. For the formulas that can be used, please refer to: Formulas Supported by Scheduled Scheduling .

5. Email content

The content of the email is the body content of the email and is not required.

1) Support text

The email content supports normal text and can be entered manually.

2) Support formula

email content supports formulas. For the formulas that can be used, see: Formulas Supported by Scheduled Scheduling .

3) Support HTML tags

HTML tags can be used in email content. As shown below:

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, ul

Users should refer to the following suggestions when using HTML:

• Most mail clients do not support the body tag. If you encounter other tags not being parsed because the body tag is not      used, you can try adding the body tag.

• Use table tags as much as possible for web page layout instead of div tags.

• img tag is the only external resource referenced by clients, but many clients don't display images by default (like Gmail), so      make sure the main content can be read even without images. At the same      time, some clients will add a border to the image link, to remove the      border:

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

It is also recommended that all images have a well-defined height and width.

• All CSS rules, don't use shorthand, and use inline styles.

• When the email content is displayed in HTML format, some fonts do not support display.

The specific characteristics of unsupported fonts are: the font name contains spaces, "-" and other special symbols, such as "Windding 3".

Fonts that are not supported for display are displayed as SimSun fonts.

6. Text preview template content

If the "Body Preview Template Content" option is checked, the dashboard content will be displayed directly in image format in the email body.

7. Using accessories

If no attachment is checked in the "Scheduled Object > Attachment Archive" setting of the scheduled task, the "Use Attachment" function will be grayed out in the "Email Notification", and there is no attachment file in the email.

If the attachment is checked in the "Scheduled Object > Attachment Archive" setting of the scheduled task, then "Use Attachment" can be selected in "Email Notification".

What type of "Attachment Archive" is checked, and what type of email attachments will be sent when sending emails.

8. Received mail

The correspondence between received emails and setting items is shown in the following figure:

Note 2: If "Text preview template content" is checked, the text will be displayed in the form of pictures.