Broadcasting reports

Broadcasting allows you to send a report to one or more users, based on a defined schedule and set of rules. A report can have more than one broadcast schedule. So, you can have different schedules and audiences for the same report.

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 sent to the person that defined the broadcast. 

For sending an email message, ensure that the email settings are configured in TrueSight Smart Reporting - Platform. For information about how to configure the email settings, see Configuring email settings in TrueSight Smart Reporting.

Perform the following steps:

1. Generate a report.
2. Click Broadcast on the main navigation bar.
3. Click Create New and select one of the following options:

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

       Click here for the list of fields for the Broadcast option.

      1. Click in the Recipients box. You can search through Users, Groups, and Reports, or type in an external email address. In case of multiple recipients, a single email is sent to the first one, with the remaining recipients being sent a carbon copy. This means that the remaining recipients will be included in the broadcast email as CC, and therefore visible to all others.
         
      2. Click in the Subject box and enter text to appear as the subject line.
         
      3. Enter text to appear as the body of the email.
         

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

         • 
           
           • HTML
           • PDF (If you select this option, a Secure PDF checkbox appears. 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 the system)
           • CSV
           • DOCX (If you select this option, an Append Broadcast Date checkbox appears. Select it to include the current date in the document name.)
           • XLSX
           • Text
           • Link to Report 
         

   2. Smart Task - You can schedule a task to be assigned to a user or group, attaching the report content to the task instead of an email.

       Click here for the list of fields for the Smart Task option.

      1.  Click in the Title box. Enter a meaningful title for the task.
         
      2. Click in the Requestor box and select a user to be the requestor for the task.
         
      3. Click in the Task Description box and enter text to appear as the description.
         

      4. Click in the Assignee box. You can search through Users and Groups, and Reports.

      5. Add the users to the Subscribers box to notify them when the task is created, without assigning it to them.
         

      6. Select the priority.
         

   3. Personal Broadcast - A personal broadcast is only sent to the user who created it.

       Click here for the list of fields for the Personal Broadcast option.

      1. Click in the Subject box and enter text to appear as the subject line.
      2. Enter text to appear as the body of the email.
         

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

         • 
           
           • HTML
           • PDF (If you select this option, a Secure PDF checkbox appears. 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 the system)
           • CSV
           • DOCX (If you select this option, an Append Broadcast Date checkbox appears. Select it to include the current date in the document name.)
           • XLSX
           • Text
           • Link to Report

      

4. If your report contains filters, you can select the filters in the User Prompts Filters field to be applied to the Broadcast Report. 

   • 
     
     • Default Filter Values
     • Current Filter Values
     • Bookmarks
5. Select the delivery type.
   
   • Continuous Schedule - (Not applicable for Smart Task) The report will always be delivered based on the selected schedule. 
   • Alert-based broadcast - The report will be delivered based on the selected schedule, if the results match the alert rules. Click Add Alert Delivery Rules. 
     1. Create a rule based on the following conditions:
        1. One or more rows must match (for example, is there a transaction less than $1000) OR
        2. Aggregate against entire result set (for example, are the total sales less than $100000)
     2. Click Add Field and select the field you want to apply the condition on. You can add multiple conditions here if required.
     3. Click Submit to apply your condition(s). The rule is displayed on the Broadcast window.
6. Select the Frequency depending on your requirements. 
7. (Not applicable for Smart Task) Click Advanced Settings.
   
   • Timezone: Set the deliver timezone.
   • Limit Schedule Period: Limit the schedule to run only within a set period.
   • Failure Notification: Define an administrator user to be notified if the broadcast schedule fails.

8. Click Submit . The broadcast is listed.