Scheduled Reports – Documentation and Support | Knowi

Knowi's report scheduling features allow you to schedule dashboard exports as a PDF and/or CSV attachment and send them to you directly via Email, Webhook, Slack, or Microsoft Teams. Say you have a frequently used dashboard that tracks daily KPI metrics. You can schedule an email report to be delivered as a PDF and/or CSV directly to your and your team's inbox daily.

Navigating to Scheduled Reports

There are two ways to navigate to the Reports screen from any dashboard:

From the Left Side Bar:

1. Click on the Reports from the left sidebar.
2. Click on the New Report + button from the top-right corner.
3. This takes you to the Report Options window.

From the Dashboard:

1. Click on the horizontal ellipsis (...) from the top right corner.

2. Select the Schedule/Send a Report option from the dropdown list.

3. This takes you to the Report Options window.

Setting up a Scheduled Report

These are the initial steps to setting up a scheduled report. This portion of the process applies to Email, Webhook, Slack Reports, and Teams Reports. Proceeding sections will outline specific steps to set up each of the three report types.

To Create a Scheduled Report:

1. Navigate to the Report Options Screen following the steps from the Navigating to Scheduled Reports section above.

2. Give your Report a name. The name you will enter will be displayed on the Reports screen.

Note: The report name labels the report on the Reports screen. It does not name the PDF attachment that is delivered, except for Report Builder reports. See Attachment Names.

3. In the Dashboards dropdown, select the dashboard(s) you wish to send in the report.

4. (Optional) Include a CSV attachment by clicking the Add CSV Attachment. This will show additional options.

a. Enter a name for the attachment. This is the name it will be displayed as when delivered.

b. In the Dataset dropdown, select a dataset you wish to attach as CSV.

c. (Optional) In the Cloud9QL Query editor, enter additional C9QL to transform the data. You can expand the C9QL box and click the preview button to preview the query results.

d. To add more CSV attachments or remove one, use the + Add CSV Attachment or -Remove buttons.

5. (Optional) In the Widget dropdown, choose up to five Widgets to report on. Once a widget is selected, a per-widget configuration panel appears with the following options:

a. Snapshot - Delivers a snapshot of the widget as a PDF attachment.

b. CSV - Delivers the widget data as a CSV file attachment.

c. Excel - Available for Data Grid, Pivot, and Spreadsheet widgets only. Delivers the widget data as an Excel file attachment.

d. InstantSights - Delivers AI-generated insights for the widget, with the following toggle options:

Summary - AI-generated summary of the widget's data, with the option to provide additional context to tailor the summary.
Recommendations - Includes AI-generated recommendations based on the widget's data, with the option to provide additional context to tailor the recommendations.

e. Skip attachment if no data - When checked, the attachment for that widget will be omitted from the report if the widget returns no data at the time of sending.

To remove a widget from the report, click the Remove button in the bottom-right corner of that widget's configuration panel.

Note: The attachments include all the transformations from the widget C9QL and the widget analyze.

6. (Optional) Include AI Recommendations in the body of the scheduled report by enabling InstantSights. Click the checkbox next to InstantSights, then toggle on AI Recommendations. You can optionally provide additional guidance to tailor the recommendations in the Additional Context field (e.g., Focus on users under the age of 40).

In the report body for Email, Slack, or Teams, insert the token(s) {EmbedInstantSights} and/or {EmbedRecommendations}. The token(s) will automatically populate recommendation text when the report is delivered.

Note: AI Recommendations are generated using insights from the first three widgets on the selected dashboard.

7. (Optional) In the Filters section, enter any User Content Filters you wish to enforce. This ensures only data applicable to the recipient(s) is contained in the report. Enter the required details in the fields (Mode, Field Name, Value ). Select the Mode from the dropdown menu. There are two modes to choose from:

a. Query Parameter - Applicable for "Direct Query" modes, these parameters will be automatically passed on to this user. Field Name - Must be in format $c9_XXX$ or $c9_XXX(defaultVal)$ where the default will be passed in at runtime if the value is empty.

b. Filter on Query Results - Applies the filter on top of the query results to limit the data. Field Name is the field name to filter by (without $c9_). Field Name - Enter the field's name in the format applicable to the selected mode. Value - To enter multiple values, enter the value and hit Enter. To Remove/Add Filters :Click + Add Filter, to remove, click -Remove.

8. In the Report As dropdown, select the Knowi user who will execute the report. This option is only available to Admin users and allows the report to run with that user’s permissions. The report will behave as if it is being viewed through that user’s account. For example, if the selected user has a content filter that limits access to a single company, the report will apply that same filter.

9. In the Run every section, specify the schedule the report will be sent on. Reports can be scheduled to run every Hour, Day, Month, or Weekday (M-F) intervals.

10. In the Starting at section, choose a timestamp for sending the report, and the timezone is auto-picked based on the timezone set up in your profile.

11. In the Send report via section, you can choose how to send the report. The options available are Email, Webhook, Slack, and Teams.

12. Click Save.

Attachment Names

Each attachment in a scheduled report is named independently. The table below shows where each name comes from and how to change it.

Attachment	Default Name	How to Customize
Dashboard PDF	The dashboard name, with spaces and symbols removed	Set an Export Name in the dashboard's Export as PDF settings. See Unscheduled PDF Export of Dashboard.
Report Builder PDF	The report name, with spaces and symbols removed	Set an Export Name on the Customize tab of the Report Builder.
Dataset CSV	None. A name is required when the attachment is added.	Edit the name field under + Add CSV Attachment in the report settings.
Widget snapshot, CSV, or Excel	The widget title, with spaces and symbols removed	Rename the widget. There is no separate name field for widget attachments, but the widget title may contain runtime parameters.

Notes:

The report name is a label for the Reports screen. It names the delivered PDF only for Report Builder reports that have no Export Name set.
Default names are stripped down to letters and numbers, so a dashboard called "Sales KPIs 2026" is delivered as SalesKPIs2026.pdf. Setting an Export Name preserves spaces and replaces only the characters that are not valid in a filename.
An Export Name supports date tokens, such as {$c9now:yyyy-MM-dd}, and runtime parameter tokens, such as $c9region$. Runtime parameter tokens are resolved using the report's own Filters, the dashboard filters, and the user's content filters. See Date Tokens Format.

Navigating to Scheduled Reports

Setting up a Scheduled Report

Attachment Names

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