Export as email burst (Beta)

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This documentation describes a public beta feature and is under construction. This documentation should not be considered part of our published documentation until this notice, and the corresponding Beta flag on the feature in Sigma, are removed. As with any beta feature, the feature discussed below is subject to quick, iterative changes. The latest experience in the Sigma service may differ from the contents of this document.

Beta features are subject to the disclaimer on Beta features.

You can send a custom-filtered report to a dynamic list of recipients as a scheduled email burst. Send a workbook, workbook pages, and individual workbook elements as PDF attachments.

For example, you might send individual sales representatives their individual quarterly performance numbers for all categories of product that they sell. Because each sales rep is only responsible for one region, customize the report to provide relevant region-specific data, and filter the elements on the page with a page control for the store region.

In this example, the sales rep assigned to the West Store Region would receive this report in her email inbox:

Limitations

When exporting as an email burst, certain limitations apply:

• The control that you split by must be a list control with values sourced from a column. You can split by a maximum of 500 values.
• The source of the dynamic recipients must be a column in the same data source that the list control is sourced from. You can send to a maximum of 500 dynamic recipients.
• You can only send PDF files as attachments.
• The size limit for emailed exports is 30MB. This is the total limit for all attachments when combined. If an export exceeds this limit, the entire export fails and the owner of the scheduled export is notified. Scheduled exports that repeatedly exceed this limit are automatically paused and their owner notified. See Download, export, and upload limitations.

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When executing a scheduled export or direct download to PDF or PNG formats, Sigma may store applicable control values as URL parameters in trace logs used for debugging and troubleshooting purposes. Exercise caution when exporting or downloading workbook content that uses controls to filter sensitive data.

Requirements

• You must be assigned an account type with the Export as email burst permission enabled.
• Have Can Edit or Can Explore access to the individual workbook.

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If your organization restricts email traffic sent from specific IP addresses, add 198.37.153.185 to the allowlist. Alternatively, you can configure a custom SMTP server to use instead. See Custom SMTP server.

Schedule an email burst

1. From the workbook menu (), select Schedule export....

2. If this is the first schedule for the workbook, click Add Schedule, otherwise click + New schedule.

3. (Optional) You can define conditions for when Sigma sends the export. To turn on conditions, click the Condition toggle. For more information, see Schedule exports using conditions.

4. Select Export as email burst.

5. For Split by..., select a control to use as the split-by value.

6. For Dynamic recipients, select a column from the data source used to populate the list control used as split-by values. Leave empty to send all attachments to a static list of recipients.

7. For Standard recipients, enter one or more comma-separated Sigma teams, Sigma users, or email addresses. Combined with Dynamic recipients, you can email up to 1,000 total recipients.

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   If export authentication is configured for your organization by an admin, you can only send the export to email addresses associated with an authorized domain. For Standard recipients When you attempt to create the schedule, Sigma notifies you if an email address contains a domain that's not allowed. For Dynamic recipients, emails to restricted addresses are not sent. See Restrict export recipients.

   

8. (Optional) In the Subject field, enter a subject line.

9. (Optional) In the Email Body field, enter a message.

10. If the workbook has tagged versions, select a version to send. By default, the published version is sent.

11. In the Attachment section, choose what you want to export as an attachment. You can export:

    • An Entire workbook and export all workbook pages.
    • A specific workbook page, by navigating to the workbook page and choosing Entire page.
    • An element on a specific workbook page, by navigating to the workbook page and choosing the name of the element.

Select + Add to add more attachments.

12. In the Frequency section, set the delivery schedule:

    • (Optional) Select the dropdown for Daily and select Weekly, Monthly, or Custom.

      • For Daily, select Once a day or Multiple times.

      • For Weekly, select which days of the week to send an email, and choose between Once a day or Multiple times.

      • For Monthly, select which day of the month to send an email, and the time of day.

      • For Custom, specify a schedule using cron syntax. See Set up a custom delivery schedule.

        If you select Multiple times, specify the frequency. For example, every 2 hours on the :15 of the hour between 9 AM and 6 PM.

    • (Optional) Adjust the default schedule time zone using the dropdown menu.

13. (Optional) By default, Sigma includes a link to the workbook in the email body. If you don't want to include a link, deselect the checkbox for Include workbook link.

14. (Optional) Depending on the attachment formats that you select, you can configure more options like combining attachments, sending attachments in a zip file, and more. See Configure additional options for exports.

15. (Optional) Select the checkbox for Customize control values to filter the exported data according to the value of one or more workbook controls. See Configure additional options for exports.

16. Click Create.