Reporting - Schedule report reminders to key stakeholders

*** Please note, this article refers to Reporting and Analytics with Power BI. View the FAQ for more details. ***

In this article, we'll show you how to share links to reports using emailed reminders - for both fixed and User-created reports. A report reminder is a customisable 'call to action' email, which delivers a link to a report to your stakeholders.

Reminder emails can be sent to specific Users, or to shared email inboxes. Recipients just follow the link to view the report with the latest data - quickly, easily, and securely. Create as many reminders as required. 

A few things to know about report reminders:

• The option to create a reminder is available for any report
• Reminders deliver a specific report view, with a customisable email subject line, and/or email body
• Only Users with permission to edit reports will be able to create or delete reminders
• Users must have permission to view reports to access the emailed link using their Kallidus login
• The security model will limit a User's view of the data based on their LMS role
• Users can bookmark report links in their browser for repeated use
• Reminder emails will always be sent from [e-mail] 

In this article, we'll cover steps to:

• Create a reminder for individual team members
• Create a reminder for shared email addresses
• Review the delivery history for a reminder
• Rerun a one-time reminder

Steps to create a reminder for individual team members

Note that only Users with permission to view reports can access the emailed link using their Kallidus login.

1. Browse to Reports
2. Select into the Reminders column on any fixed or User-created report:
3. Select Add reminder:
4. Give the reminder a name
5. Select a specific view (optional) of the report. If no view is selected, the User will see the default view of the report:
6. Select Next
7. Specify the recipient type. For individual team members, select System users.
8. Select recipients. Type individual names in the 'System users' field to find and select users.
9. Specify a custom subject line and/or body (optional). Note that only team members who can view reports and have emails in Manage Users will be searchable. If no subject line and/or body is specified, the Kallidus default is used. A link to the report will always be automatically included in the body:
10. Select Next to continue
11. Select a frequency:
12. Select Save to complete the reminder

Steps to create a reminder for shared email addresses

Follow the steps the previous section, but with one exception when specifying recipients:

1. Specify the recipient type. For shared email addresses, select Non-system email addresses.
2. Specify a display name. This name will be displayed in the "Shared with" column in the reports table for easier recognition. 
3. Specify recipients. Type one or more email addresses in the 'Non-system email address' field separated with commas:

Please note:

• Once the reminder is received, users of the shared email address will have to use their individual Kallidus logins to access the report link
• Only the Editor who created the report reminder can view and edit the shared email addresses set up as recipients

Steps to review the delivery history for a reminder

If you need to audit the delivery of your reminders, or if you see an issue with any of your reminders, you can easily review the delivery history. Here's how:

1. Select Actions on any reminder
2. Select Delivery log:
3. Find the relevant Timestamp and review the Status column:Possible statuses are:
   • Successful: Reminder was successfully delivered to all team members
   • Partially successful: Reminder was not delivered to some team members
   • Failed: Reminder was not delivered to any team members
4. For "Partially successful" or "Failed" deliveries, click into the Status column to review the delivery status for each specific team member:

Steps to rerun a one-time reminder

For any one-time reminders (those where the Schedule column shows "Once"), you can rerun them at any time after their initial runs by selecting Actions and Run now:

Discover more about reporting with Power BI

Looking for quick answers? Check out FAQ, Reporting and Analytics with Power BI, packed with over 100 common questions and links to in-depth resources. 

If you're new to reporting with Power BI, Reporting and analytics 101 introduces the fundamentals to help you get started. For a deeper dive, the short Academy Course Five must-know features explores these key topics in more detail and serves as the starting point for the Get Started: Reporting and analytics with Power BI course. 

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