In AWS QuickSight, keeping your reports in the spotlight is easy! Want to know if your team or agencies hit their goals? QuickSight lets you set up regular email updates. This way, your team gets sneak peeks at the reports they can access. It's perfect for reminding them of tasks, flagging important milestones, or updating everyone on how the business is doing. Stay connected and informed with just a few clicks!

You can email a report from any sheet in a dashboard. Schedules include settings for when to send them, the contents to include, and who receives the email. You can view a sample report and a list of the datasets used in the report.

Note: To set up or change the schedule sent from a dashboard, make sure that you're an owner or co-owner of the dashboard. If you cannot see the “Scheduling” button, you can ask your author user to give you co-owner permissions to the dashboard.

Below is a step-by-step guide on how to do this easily 😊

Creating Schedules:

To add an email schedule, please follow the below steps

Open QuickSight and choose Dashboards on the navigation pane at the left.
You can open any dashboard to configure the email schedule for that dashboard.
At the top right, choose the Schedules icon, and then select Schedules.
It will open the Schedules pane on the right and it will look like the below:
Click the ADD SCHEDULE button
In the New schedule pane that appears, enter the schedule name. You can also add a description (optional) for the new schedule. These won't appear on the email 😊

Options in the schedule pane:

There are a few options when creating a schedule; let me explain what each section provides. I have divided the sections into Content, Dates, and Email like in the schedule pane

Content:

If you want the PDF to appear as an attachment in the email, go to the content tab and toggle the PDF

In the Sheet dropdown on the Content tab, choose the sheet/tab of the dashboard that you want to schedule.

Note: You can only have one sheet/tab on the PDF file

Dates:

In the Dates tab, choose the frequency for the email schedule in the Repeat dropdown. Each repeat option comes with its own sub-options to make it more flexible.

Daily: Sends the report email every X days.
Weekly: Sends the report email every X weeks on the day of the week specified by the "On" option.
Monthly: Sends the report email every month, on a specific day of the month
The Day option will prompt you to enter the number, and it will send you the report on that day regardless of whether it is Monday, Tuesday, etc
Yearly: Sends the report email on a specific day of the year specified in the "Every" dropdown, "On" dropdown, and "Number" text boxes.

Custom: Sends the report email on specific dates. You can add multiple dates by using the "+ ADD" button.
Once: Sends the report email on one specific date.

Options you can find across these date configurations are below

Start date: Select the first date you want the email to be sent. This must be a date in the future.

Begin run at: Select the first time you want the email to be sent. All future emails will be sent at this time as well. This must be a time in the future if the Start date is set to today’s date.

Time zone: Select the time zone you want the Start date and Begin run at to send from.

Email:

This section includes the email settings like subject, recipients, etc

E-mail subject line (optional): Enter a custom subject line, or leave it blank to use the report title.

Email Recipients: Type in the Email recipient's textbox to search and add users to the email schedule. Alternatively, click the “Send to all users with access” tick box to set the email schedule to send to all users who have access to the dashboard automatically

Note: Only Quicksight users who have access to the dashboard can be added to the email schedule. You can grant access to users for the dashboard by sharing the dashboard with them (see Quicksight – Sharing Dashboards).

Tip: In most circumstances, users will be prefixed with “QuicksightUsersRole_v2/”, which may make it hard to identify the user. If you hover over each user, it will display the full user email in a preview above.

Email Header Text: Enter the header that you want the email report to show.

Email Body Text (optional): Enter a custom message to display at the beginning of the email or leave it blank

Include sheet in email body: Tick this check box to include a preview of the tab you selected in the Content section in the body of the email.

Attachments: Choose the method of attachment that you want the report to use. The following options are available:.

File attachment: uploads an attachment of the snapshot to the email. The email size can't exceed 10 MB. This limit includes all attachments.
Download link: Add a link to the email body that users can access to download the snapshot report. When a user chooses the download link, they are prompted to sign in before the report starts to download. The link expires one year after the report is sent.

To send a sample of the report before you save changes, click the "Send Test" button. Use this option to send a test email to your email address only.

While saving, you can do any one of the following:

Choose Save to confirm your settings.
To immediately send a report, choose Save and run now. The report is sent immediately, even if your schedule's start date is in the future.

Below is a sample email schedule for the report with the configuration below

Amending Schedules:

On the Schedules pane, you will see all schedules configured for the dashboard. You can configure up to 5 schedules for each dashboard. Click the toggle button next to the schedule name to toggle to make it activate or deactivate:

Click on the three dots next to the schedule to pull up a new menu, as follows:

Click “Edit” to edit the settings for the email scheduler; “Previous runs” to display a history of all the email schedule runs for up to the last year, and “Delete” to delete the email schedule.

Now you have successfully explored creating and updating email schedules in Quicksight.

Thank you for taking the time to read this article with us. We hope you find the information helpful. If you require further assistance or have additional inquiries, please don't hesitate to reach out to our support team 😄