IMPORTANT: This document is specific to Sigma worksheets and dashboards. To learn about export options for Sigma’s new Workbooks feature, please visit Send and Schedule Workbooks.

Sigma’s conditional scheduling feature will allow you to attach data conditions to scheduled worksheet and dashboard exports and notifications. These logical (true/false) conditions determine whether or not the notification or export is sent to its destination at the scheduled delivery time.

This feature is particularly useful if you or someone on your team only wants to be alerted of the report status under certain conditions. 

Summary of Content

Requirements
Send and Schedule your Data
Schedule Conditional Exports and Notifications
      Delivery Schedule
      Delivery Conditions
            Worksheet Options
            Dashboard Options
      Test Schedule Conditions
Create a Conditional Schedule Directly from a Dashboard Visualization
Related Resources

Requirements

 

Send and Schedule your Data

Sigma supports sending and scheduling exports and notifications for both worksheets and dashboards. Worksheets can be sent to email, Google Sheets, Google Drive, and Slack. Dashboards can be sent to both email and Slack. Learn more.

Both report types support multiple schedules. All schedule types support conditional delivery rules, and scheduling conditions are defined on a per-schedule basis. This means that for each report you can set up multiple schedules, each responding to a different condition. 

Schedule Conditional Exports and Notifications

When you set up a scheduled export or notification, you will need to define both a delivery schedule and delivery conditions.

For example, you may choose to schedule a recurring email for your “Weekly Sales Pipeline” dashboard every Monday at 9am. Under the schedule’s Repeat by field, you will specify “Monday at 9am”. Under Send  you will select ‘Always’.
However, if you want to receive an email alert ONLY when less than 10 opportunities have been added to your pipeline within the last week, you can define this condition in place of “Always” using the “If a condition is met” option.

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Delivery Schedule

A schedule’s delivery conditions are checked every time the schedule is set to send. The export or notification will only be sent at this time if the defined condition is met.
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Delivery Conditions

Conditions available for use on each given schedule are dependent on the report type and its available data. These options can be set in the scheduler modal, under the header Send on delivery schedule.

Worksheet Condition Options

Any of the following options can be selected for a worksheet schedule:

  • Always - Always send the report on the specified delivery schedule.
  • If there is no data - Only send the report on the delivery schedule IF the worksheet has no data.
  • If there is data - Only send the report on the delivery schedule IF the worksheet has data.
  • If a condition is met - Only send the report IF a single column specific condition is met.

 

If the If a condition is met option is selected, you will be prompted to define that condition using all or some of the following fields:

  • Check if - This field determines if any or all of the values in the selected column match the following condition. Select ‘any values’ or ‘all values’.
  • In column - This field lists all columns in the worksheet. Select one column from the list for the condition to run against.
  • Is - This field defines the condition being applied (eg equal to, greater than, null, not null, contains). Options are dependent on the value type of the selected column.
  • Value - This field is only available if the condition accepts a value. Input a value that matches the value type of the selected column.

 

Example

The following example shows a delivery schedule for every Monday at 10:00am IF any value in the worksheet’s [Quantity] column is less than 0. 
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Dashboard Condition Options

Either of the following options can be selected for a dashboard schedule:

  • Always - Always send the report on the specified delivery schedule.
  • If a condition is met - Only send the report IF a condition is met on a select dashboard visualization.

 

If the If a condition is met option is selected, you will be prompted to select a dashboard visualization for the condition to be run against.

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Next, you be prompted to define the condition using all or some of the following fields:

  • Check if - This field determines if any or all of the values in the selected visualization OR in the selected column match the following condition. To apply a column specific condition to the schedule, select ‘any values’ or ‘all values’ from the menu’s column level. To apply a condition at the visualization level, select ‘has data’ or ‘has no data’. 
  • In column - (column level condition) This field lists all columns in the selected visualization. Select one column from the list for the condition to run against.
  • Is - (column level condition) This field defines the condition being applied (eg equal to, greater than, null, not null). Options are dependent on the value type of the selected column.
  • Value - (column level condition) This field is only available if the condition accepts a value. Input a value that matches the value type of the selected column.

 

Examples 

The following column level example shows a delivery schedule for Monday through Friday at 9:00am IF any value in the dashboard’s “Row Count by Billing Country” visualization’s [Billing Country] column is null.
Screen_Shot_2020-09-22_at_3.31.42_PM.png

The following visualization level example shows a delivery schedule for Monday through Friday at 9:00am IF the dashboard’s “Item Quantity by Invoice” visualization has no data.
Screen_Shot_2020-09-22_at_3.32.22_PM.png

Testing Schedule Conditions

Worksheet schedules using the "If a condition is met" send option can be tested before saving the schedule. To test a condition, click the Test button below the condition definition.

If you are scheduling an export for a condition that IS NOT currently met, we recommend testing a similar condition (eg temporarily set the Value field to a value that is currently true).
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Create a Conditional Schedule Directly from a Dashboard Visualization

Dashboard exports can be scheduled directly from individual visualizations. This quick schedule feature is useful if you want to schedule the export based on a given condition. 

  1. Hover your cursor over the visualization that you would like to reference in your schedule condition.
  2. Click to open the visualization's ••• menu.
  3. Select Create scheduled export.
    contextual-schedule.png
  4. The Schedule Export modal will appear.
    Note: If you look under Send, you will see If a condition is met and your referenced visualization (In visualization) will both be include. Check if defaults to 'Has no data'.
  5. At the top of the modal, select your Destination: Email or Slack. Then complete the fields that follow. For addition guidance check out our guides Slack Schedules and Email Schedules
  6. Click Create Schedule to save.

 

Related Resources

Send or Schedule Reports
Export to Google Drive
Export to Google Sheets
Send and Schedule Slack Notifications

 

IMPORTANT: This document is specific to Sigma worksheets and dashboards. To learn about export options for Sigma’s new Workbooks feature, please visit Send and Schedule Workbooks.