Send a Workbook to Email

Workbooks, their pages, and individual elements can be sent to email from Sigma on a set schedule or as-needed basis. This is helpful for presenting your data beyond Sigma.

For example, you may want to email a member of your executive team a PDF illustrating your team's KPIs on a monthly basis. A schedule automatically sends them exactly what they want, when they want it. So you to focus on hitting those KPIs, not just presenting them. 

Each workbook can support multiple schedules, and each email can support multiple attachments. Attachment file type options (PDF, Image, CSV, and Excel) vary by attachment type. 

Emailed exports are always generated from the latest published version of the workbook. Unpublished changes (drafts) are not applied.

This article shows how to send and schedule exports to email.

Summary of Content

Requirements
Export Limits
Email a Workbook Ad Hoc
Schedule an Emailed Report
Related Resources

Requirements

To use this feature, you must:

• be a Creator or Admin or be assigned a custom account type with the appropriate permissions
• have Can Edit or Can Explore access to the individual workbook

Export Limits

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 email's recipient is notified. Schedules that repeatedly exceed this limit are automatically paused and their owner notified. 

Export to Email Ad Hoc

To send an ad hoc email export: 

1. Click the caret (▼) button in the workbook header.
2. Select Send now.
   Note: This option is only available from a workbook's latest published version. If the menu item is disabled you are in Edit mode. Either publish your draft or return to the latest published version of the workbook before attempting to send an email.
   
   This opens the Send Now modal.
   
3. Destination defaults to Email.
4. In the To field, enter your target email address(es).
   Separate multiple addresses with commas.
   
   Notes: Some domains may be restricted by your admin team. You can include up to 1,000 addresses.
   
5. [optional] In the Subject field, enter a subject line.
6. [optional] In the Email Body field, enter a message to its recipient(s). 
7. Select your attachment(s). To do this:
   1. Open the Attachment dropdown menu.
      • To attach the entire workbook, select Entire workbook. 
        
      • To attach an individual page, select the page > Entire page.
      • To attach an individual element, select the page > the element.
        
   2. In the Format as dropdown select a file format.
      
      • If the attachment is the entire workbook, your only format option is PDF.
      • If the attachment is an individual page, select either PDF or Image.
      • If the attachment is an individual element, select from: PDF, CSV, Excel, or Image.
        Important: CSV and Excel attachments export as raw data.
   3. If you selected Format as > PDF, select a PDF Layout: Portrait or Landscape.
      
8. [optional] To add additional attachments, click + Add another attachment. Then repeat step 7 of these instructions. 
9. [optional] To include a link to the workbook in the email body, check Include workbook link.
   
10. [optional] By default, exports capture data that's accessible to the export creator. To limit the exports to only display what the recipient has permission to view, select Run queries as recipient.
    If the recipient is not a Sigma user, they will only see viewer accessible data.
11. Click Send.
    
    

Schedule an Emailed Report

Important: Emailed exports are generated from the workbook's latest published version. Drafted changes are not applied until published.

To schedule an emailed report:

1. Click the caret (▼) button next to the workbook title.
2. Select Schedule exports.
   
   This opens the Schedule Exports modal.
3. If this is the workbook's first schedule, click Add Schedule.
   If one or more schedules already exist, click + New schedule.
   This opens a New schedule.
   
4. Under Schedule Name, enter a practical name for the schedule.
5. Destination defaults to Email.
6. In the To field, enter your target email address(es).
   Separate multiple addresses with commas.
   
   Notes: Some domains may be restricted by your admin team. You can include up to 1,000 addresses.
   
7. [optional] In the Subject field, enter a subject line.
8. [optional] In the Email Body field, enter a message to its recipient(s). 
9. Select your attachment(s). To do this:
   1. Open the Attachment dropdown menu.
      • To attach the entire workbook, select Entire workbook. 
        
      • To attach an individual page, select the page > Entire page.
      • To attach an individual element, select the page > the element.
        
   2. In the Format as dropdown, select a file format.
      
      • If the attachment is the entire workbook, your only format option is PDF.
      • If the attachment is an individual page, select either PDF or Image.
      • If the attachment is an individual element, select from: PDF, CSV, Excel, or Image.
        Important: CSV and Excel attachments export as raw data.
   3. If you selected Format as > PDF, select a PDF Layout: Portrait or Landscape.
      
10. [optional] To add additional attachments, click + Add another attachment. Then repeat step 7 of these instructions. 
11. [optional] To include a link to the workbook in the email body, check Include workbook link.
    
12. [optional] By default, exports capture data that's accessible to the export creator. To limit the exports to only display what the recipient has permission to view, select Run queries as recipient.
    If the recipient is not a Sigma user, they will only see viewer accessible data.
13. Select your delivery schedule. To do this: 
    1. From the Repeat by option list, select a schedule option: Day/Week, Month or Custom.
    2. From the Timezone, select a time zone.
    3. Setting a schedule frequency depends on the Repeat by option you selected above.
       
       • If you selected Day/Week, pick the schedule's day(s) of the week (On days), the Occurrence and time (At).
       • If you selected Month, select the Day of month (1-31) and time (At).
       • If you selected Custom, enter a raw cron string value. Learn more
         
14. [optional] Select one or more workbook controls to apply to the exported content. Learn more
    1. In the search box below Controls, search for and select the control by control-id. 
    2. Select the control value(s) to apply to to scheduled export. 
    3. Repeat this step to add additional controls.
       
15. [optional] Select your preferred send conditions. Learn more
    1. Under Send, select one of the following options: Always, If there's no data, If there's data, If a condition is met.
       
    2. Send condition details vary by send selection.
       • If you selected Always, you're all set. Continue to the next step.
       • If you selected If there's no data, select a determining element under In data element.
       • If you selected If there's data, select a determining element under In data element.
       • If you selected If a condition is met, select a determining element under In data element.
         Then select your fill in the blank options under Check If, In Column, and Is. Depending on your selection under Is, you may also need to provide a Value.
    3. [optional] Click Test Condition to confirm if data in the workbook meets your selected condition. Test results appear in line with the button.
16. Click Create Schedule.
    
    

Related Resources

Send and Schedule Workbooks
Conditionally Scheduled Reports