In Customer Insights, the data gathered and displayed by the application belongs to you: if you want to share the data or the reports with pretty much anyone, well, you are free to do so. For example, from any Dashboard or Look you can click the Settings icon and then select Send:
In turn, that displays the send data dialog box, where you can configure exactly what you want to send and who you want to send it to:
Note that sending information is a manual, one-time affair: each time you want to send a Look or a Dashboard to someone you need to click Send and fill out the information in the dialog box. If you find yourself repeatedly sending the same information to the same people, you might consider scheduling the Look or Dashboard instead.
The title of the report being sent. By default, Customer Insights uses the title of the Dashboard or Look as the report title. However, you have the option of entering a custom report title. If your Look is entitled DemoRptJan18 you can title the report emailed to people Demographics Report for January 2018. That’s entirely up to you.
If your Dashboard or Look includes filters, you can use those filters to limit the amount of data included in the report. For example, suppose you want data only for December 25, 2017. As long as there’s a filter that lets you filter by date, you can do that:
In that case, the emailed report will only include data for December 25, 2017, regardless of how many days’ worth of data the Look is capable of retrieving.
As implied above, you can only use the filters defined in a Dashboard or a Look. If a Dashboard or Look does not use filters, then this option will not be available:
Specifies where the Dashboard data should be sent. The only allowed destination Email, which enables you to send data to one or more email addresses. By default, Customer Insights lists your email address as the sole recipient:
To add additional recipients, type the email address in the Email Address fields; to send data to more than one recipient, separate the email addresses by using commas:
To remove a recipient, click the X next to their email address:
And yes, you can remove yourself: even though yours is the default recipient address, you do not have to receive a copy of the report.
The scheduling dialog box also gives you the opportunity to select the Run schedule as recipient option. With this option, the query used to retrieve Dashboard data is run using any access filters and attributes that have been applied to individual user accounts (based on email address). That means that users will get the same report but, depending on those filters, could receive different datasets.
We should also mention that, if any of the recipients are not registered Customer Insights users, the query will fail and the report will not be sent. You can verify whether it not a recipient is a user by Looking for the purple icon on their email address:
Users with a purple icon are registered users; users without this icon are not registered users.
However, this restriction applies only to running schedules as recipients. If you do not enable this option reports can be sent to anyone.
By default, reports are emailed to users without any accompanying message or text:
By filling out the **Message **field, however, you can preface the report with any sort of customized message:
Specifies the file format for the report. Valid formats include:
- TXT (tab-separated values). Plain text file with data fields separated by tabs.
- Excel Spreadsheet (Excel 2007 or later). With this option, the report includes the raw data, but does not include any visualizations options such as row color.
- CSV. Plain text file with data fields separated by commas. If a field contains a comma (for example, January 1, 2018) that field will be enclosed in double quote marks: “January 1, 2018”.
- HTML. The report is returned as an HTML file, formatted to match the format of the visualization.
- Markdown. The report is returned as an unformatted table using the Markdown markup language.
- PNG (Image of Visualization). The report consists of a “snapshot” of the visualization. Data can be viewed, but cannot be manipulated.
If you choose HTML or PNG, emailed report data is sent inline as part of the email body. If you choose one of the other formats, emailed report data is as an attachment.
Apply visualization options (Looks-only)
If selected, data is downloaded after applying table chart visualization settings. These settings include the following visualization options:
- Show Row Numbers
- Hide Totals
- Hide Row Totals
- Limit Displayed Rows
- Show Full Field Name
- Custom Labels
If this option is not selected, data is returned without applying table chart visualization settings.
For example, suppose you create custom labels for each column in your table chart. With visualization options applied, the returned data (and the column headings) might Look like this:
Country,City,Zip Code,Total Number of Users Canada,Kitchener,N2H3T2,1 Canada,Halifax,B3M1N1,1
If visualization options are not applied, the returned data and column headings might Look like this, with the default column headings (the underlying database field) used in the header row:
Location Dim Country,Location Dim City,Location Dim Postal Code,Location Dim Count Canada,Kitchener,N2H3T2,1 Canada,Halifax,B3M1N1,1
Formatted data values (Looks-only)
Specifies whether data is returned using any applied numeric formats (such as rounding numbers) or is displayed in its “raw” form. You must select one of the following:
- Formatted: Data is returned after applying numeric formats. This is the default value.
- Unformatted: Data is returned in its raw, unformatted state.
This option typically applies to table calculations.
Specifies the maximum number of rows included in the report. Options include:
- Results in Table. The reports file contains the same number of rows specified in the visualization. If the visualization only allows 300 rows the downloaded file will only include 300 rows.
- All Results. Returns all the rows returned by the query; this will often be more rows than specified by the Look. Note that the All Results will not be available depending on such things as the size and complexity of the query, and whether the query includes “add-ons” like row totals or table calculations. This option should be selected only if you are sure that the resulting report will not tie up the network and/or your local computer.