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Export to email

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You can send workbooks and reports to email recipients on a set schedule or as-needed basis. Workbooks also support exporting specific pages or individual elements. For example, you can email an executive team member a PDF file of the team’s KPIs on a regular basis.

You can set multiple export schedules for a document. Each email that you send can include multiple attachments as long as the total attachment size is below the export limit.

Sigma generates exports from the document’s latest published version. Changes you make to a draft cannot be exported unless you save or publish the changes. In a workbook, this also applies to a custom view or exploration. Depending on your export destination, you can also choose to export a tagged version of the document, or, if you’re exporting a workbook, a saved view. If you are exporting workbook elements that are only on a saved view, you must open the export modal from the saved view.

For a matrix of supported workbook file formats and saved view/version tag export support, see Available export destinations and formats.

User requirements

  • To export data to email, you must be assigned an account type with the Export to email permission enabled.
  • To set up an email export to run queries as the recipients, your account type must also have the Run exports as recipient permission enabled.
  • To send a version-tagged document, the version tag must exist and be applied to the document. Admins can create a version tag, and document creators can tag a version of a document. For more information, see Version tagging.

If your organization restricts email traffic sent from specific IP addresses, add 198.37.153.185 and 134.128.103.81 to the allowlist. Alternatively, you can configure a custom SMTP server to use instead. See Custom SMTP server.

Export limit

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.

Export to email as needed

To send an ad hoc email export:

  1. From the document menu (), select Share and export> Export….

    If the export to email option is not available, the document is in Edit mode. Either publish your draft or return to the latest published or tagged version of the document before attempting to export to email.

  2. Select Email.

    The Export dialog with Email selected, showing Recipient, Subject, and Message fields, CC and BCC toggle links above the Recipient field, and Attachments and More options sections below.

  3. In the Recipient field, enter one or more comma-separated Sigma teams, Sigma users, or email addresses. You can email up to 1,000 recipients unless you use the Run queries as recipient setting.

    If export authentication is configured for your organization, you can only send the export to email addresses associated with an authorized domain. When you attempt to send the export, Sigma notifies you if an email address contains a domain that is not allowed. An admin can change this setting. See Restrict export recipients.

  4. (Optional) To add Cc or Bcc recipients to the export, select Cc and/or Bcc and enter either the email addresses of your desired recipients, or a team name. If you are entering multiple emails or teams, each email address and team name should be separated by commas. If Run queries as recipient is enabled, either as an organization requirement or for this specific export, only users that have been added to the Cc/Bcc allowlist can be added as Cc/Bcc recipients.

    If a recipient is added to the both Cc and Bcc fields, they only receive the email as a Cc recipient. This applies to both Bcc recipients specified in the Exports modal, and global Bcc recipients configured by an admin. See Customize email branding for more information on setting up global Bcc recipients.

  5. (Optional) In the Subject field, enter a subject line. To use dynamic text in your subject line, press = and enter your desired formula.

  6. (Optional) In the Message field, enter a message. To use dynamic text in your subject line, press = and enter your desired formula. To format your message with HTML, see Format an email message.

  7. (Optional) Select a Template to use for the export. If no template is selected, the organization’s default template is used. If no default template is set for the organization, the Sigma default template is used. For more information on email templates, see Create custom email templates.

  8. If the workbook has version tags or bookmarks, select which one you want to send.

  9. In the Attachments section, choose what you want to export as an attachment. In workbooks, you can export:

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

Select +Add to add more attachments.

In reports, you can export:

  • An Entire report and export all report pages.
  • Specific report pages by selecting the names of those pages.
  1. 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.

Reports only support exporting the entire document.

Select + Add to add more attachments.

  1. For each attachment, select a supported file format:

  2. (Optional) By default, Sigma includes a link to the document in the email body. If you don’t want to include a link, deselect the Include link to workbook/report checkbox.

  3. (Optional) By default, an export captures data accessible to the export creator. To limit the export to only what the recipient has permission to access, select the checkbox for Run queries as recipient. If you do not see the checkbox, your account type might not be assigned the Run exports as recipient permission.

    Run queries as recipient only succeeds if you email 300 or fewer recipients and all of the recipients are Sigma users. If you enable this option and not all recipients are Sigma users, the email fails to send. The sender of the export receives a failure notification email with the error message: “No users found in organization for the provided email recipients”.

    When an export is run as recipient, each query runs separately per recipient. Larger recipient lists result in more queries sent to the database and longer processing times.

  4. (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.

  5. Click Export.

Schedule an emailed export

Scheduled emails send the latest published version of the document, unless you select a tagged version.

To schedule an emailed report:

  1. From the document menu (), select Share and export> Schedule exports….

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

  3. In the Recipient field, enter one or more comma-separated Sigma teams, Sigma users, or email addresses. You can email up to 1,000 recipients unless you use the Run queries as recipient option.

    If export authentication is configured for your organization, you can only send the export to email addresses associated with an authorized domain. When you attempt to create the schedule, Sigma notifies you if an email address contains a domain that’s not allowed. An admin can change this setting. See Restrict export recipients.

  4. (Optional) To add CC or BCC recipients to the scheduled export, select CC and/or BCC and enter either the email addresses of your desired recipients, or a team name. If you are entering multiple emails or teams, each email address and team name should be separated by commas. If Run queries as recipient is enabled, either as an organization requirement or for this specific export, only users that have been added to the Cc/Bcc allowlist can be added as Cc/Bcc recipients.

    If a recipient is added to the both CC and BCC fields, they only receive the email as a CC recipient. This applies to both BCC recipients specified in the Schedule exports modal, and global BCC recipients configured by an admin. See Customize email branding for more information on setting up global BCC recipients.

  5. (Optional) In the Subject field, enter a subject line. To use dynamic text in your subject line, press = and enter your desired formula.

  6. (Optional) In the Message field, enter a message. To use dynamic text in your subject line, press = and enter your desired formula. To format your message with HTML, see Format an email message.

  7. If the document has tagged versions, select which one you want to send. If you’re sending a workbook, you can also select a saved view.

  8. In the Attachments section, choose what you want to export as an attachment. In workbooks, you can export:

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

Select +Add to add more attachments.

In reports, you can export:

  • An Entire report and export all report pages.
  • Specific report pages by selecting the names of those pages.

  1. For each attachment, select a supported file format:

    Exercise caution when exporting or downloading workbook content that uses controls to filter sensitive data. If you request or schedule a download or export of any data, reports, workbooks, logs, or other assets (“Exported Content”) from the Sigma Platform to destinations or recipients selected by you (“Export”), you agree and understand that (i) Sigma may store the Exported Content for up to 24 hours to complete your Export, (ii) Sigma may store applicable control values as URL parameters in trace logs used for debugging and troubleshooting purposes, when Exporting to to PDF or PNG formats, and (iii) Sigma may process, store, and transfer (including transfers to regions outside region where the Export originates) the Exported Content (including any personal data therein) for the purposes of completing your Export.

  2. 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.

      If you don’t have the option to set a specific frequency, export frequency might be restricted for your organization. For more details, see Restrict export recipients and frequency.

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

  • (Optional) Choose how often to send the export: Always or only If a condition is met. See Schedule a conditional export or alert.

    • (Optional) If you choose to send an export only If a condition is met, you can turn on the switch to stop notifying after a set number of occurrences per day, week, or in total.

  1. (Optional) By default, Sigma includes a link to the document in the email body. If you don’t want to include a link, deselect the checkbox for Include link to workbook/report.

  2. (Optional) By default, an export captures data accessible to the export creator. To limit the export to only what the recipient has permission to access, select the checkbox for Run queries as recipient. If you do not see the checkbox, your account type might not be assigned the Run exports as recipient permission.

Run queries as recipient only succeeds if you email 300 or fewer recipients and all of the recipients are Sigma users. If you enable this option and not all recipients are Sigma users, the email fails to send. The sender of the export receives a failure notification email with the error message: “No users found in organization for the provided email recipients”.

When an export is run as recipient, each query runs separately per recipient. Larger recipient lists result in more queries sent to the database and longer processing times.

  1. (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.

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

  3. Click Create.