question Receive reports directly in your email based on the user's input via email. in Community Central forum

Receive reports directly in your email based on the user's input via email.

santoshsuta — Tue, 18 Feb 2025 11:38:34 GMT

I received a unique requirement from my customer regarding Dashboards/Reports. We’ve created a dashboard based on the Incident table (using this table as an example) that includes over four reports, featuring interactive filters and dynamic content.

With the interactive filters and dynamic content, I'm able to view a list of incidents created this year for all employees, or I can filter to see incidents assigned to a specific user within the same timeframe. The dashboard includes filters for both Year/Month and Assigned User (e.g., "Assigned to"). Based on the user’s selections, the output is displayed in the form of pie charts and bar charts.

Here’s the challenge: if I’m an end user and send an email to ServiceNow with a request such as, "Please provide a report of incidents created for Abel Tutor last year" or "Please provide a report of incidents created last year," I should receive a report attached to my email showing the incidents assigned to Abel Tutor, with pie charts and bar charts reflecting the data from the previous year.

The use cases could vary, with users requesting reports for all users and years, or specific users and months. Depending on their request, I need to send an email with the appropriate reports, either in PNG or PDF format.

While I’m already familiar with Scheduled Reports, which can be used to send emails on a fixed schedule or on demand, I’m wondering if you have any suggestions for handling this kind of dynamic, user-specific request for reports.

Your insights would be greatly appreciated!

Re: Receive reports directly in your email based on the user's input via email.

Ankur Bawiskar — Tue, 18 Feb 2025 11:46:09 GMT

@santoshsuta

I doubt this is feasible to generate report based on user who is sending email.

What if multiple users send email to get the report?

I will suggest to inform your customer to inform their users to login to instance and access the dashboard and then export the report as per their requirements.

If my response helped please mark it correct and close the thread so that it benefits future readers.

Re: Receive reports directly in your email based on the user's input via email.

santoshsuta — Tue, 18 Feb 2025 11:57:15 GMT

Hello Ankur,

Thanks for your quick reply. Actually we are trying to provide this kind functionality to HR and Manager only.
And they don't want to login into the ServiceNow Instance to get the Reports😷.

Re: Receive reports directly in your email based on the user's input via email.

stevemarkovick — Mon, 21 Apr 2025 09:58:37 GMT

While there is no native out-of-the-box feature in ServiceNow that triggers dynamic report generation and emailing based purely on email input, I think this could potentially be addressed by setting up an inbound email action combined with a Flow Designer flow. The idea would be to parse the email content, extract parameters (like user name and year), and then dynamically generate and send the requested report using a scheduled job or report API. It would take some custom development, but it sounds feasible.