Schedule the export of data visualizations or dashboards

Automate the export and mailing of data visualizations. Help colleagues build presentations, share information with external users, or track data over time.

Before you begin

Role required:

• par_scheduler, or any role that contains it, to create or edit the scheduled export of any dashboard or visualization that you can access.
• sn_par_sche_export.par_scheduler_admin to delete the scheduled export of a dashboard or data visualization.
• viz_admin to create, update, or delete the scheduled export of any data visualization on the instance
• dashboard_admin to create, update, or delete the scheduled export of any dashboard on the instance.

To view the list of scheduled exports, navigate to All > Platform Analytics > Library > Scheduled Export. This list contains all scheduled exports including Core UI dashboards and reports and Platform Analytics experience dashboards and data visualizations.

About this task

You can export multiple dashboards and data visualizations together in one scheduled email. Supported export formats depend on what you are exporting and whether you are exporting it as part of a dashboard or as a standalone data visualization.

Table 1. Supported export formats

Data visualization or dashboard element	Supported dashboard export formats	Supported data visualization export formats
Calendar reports, Indicator scorecards, Pivot tables, Geomap	None	None
Lists	PDF	PDF, Microsoft Excel (.xls or .xlsx), Embedded LIST, CSV
Other data visualizations	PowerPoint, PDF	PowerPoint, PDF, PNG, JPEG, Embedded PNG
Non-data visualization dashboard elements, like Headings	None	Not applicable

Note:

This topic is available in both the Dashboard and the Data Visualization documentation.

Procedure

1. Navigate to All > Platform Analytics > Library and select Data Visualizations or Dashboards.
2. Select an item that you want to export on a regular schedule.
   Check the list of supported export formats under About this task.
3. From the More actions menu (), select Schedule.
   You cannot be in Edit mode.
   
   
   All the options appear for exporting the dashboard or data visualization. If you do not want to export this object, select Change.
4. Select the file type.
5. If you are exporting a dashboard or data visualization to PDF, or a data visualization to a graphic file, select the page format and orientation.
   Scheduled exports of List data visualizations to PDF do not have options for page format or orientation. If you need a PDF with a particular format or orientation, consider putting the List on a dashboard and scheduling the export of that dashboard, instead.
6. If you are exporting a dashboard to Power Point, do the following steps:
   1. Select whether to export all tabs or only specific tabs.
   2. If you select to export only specific tabs, select which tabs to export and whether to include the top layout contents.

      Figure 1. Configuring the export of dashboard tabs

      

      For example, if you do not turn on Export all tabs, you have to select the tabs to export. If you select a tab and turn on Export all visualizations in the top layout, you export that tab and any visualizations placed above the tabs.

      Figure 2. The visualizations that are exported

      

7. To add more dashboards or data visualizations to the export, do the following steps:
   1. Expand the Add menu.
   2. Select Dashboard or Data visualization.
   3. Choose one or more dashboards or visualizations to export.
   4. Configure the export criteria for each added dashboard or visualization as in Steps 4-6.
   You can add both dashboards and data visualizations to a single export.
8. To send non-embedded exports as ZIP files, turn on Send as ZIP files.
9. In the Email schedule section, specify when and how often to send the email.

   Field	Description
   Active	Turn on to enable delivery of scheduled export emails.
   Reoccurrence	Select how often to send the export email.
   Day, Time, other calendar fields	Specify when to send the email. Your options depend on how often you chose to send the email in Reoccurrence. Time fields are in HH:MM:SS format.
   Omit if no records	Turn on to prevent the distribution of empty emails.
   Use conditions	Turn on to specify a scripted condition for generating the report.
   Condition	A conditional script that determines if a scheduled job should run. The last expression of the script should evaluate to a Boolean (true/false) value. This text box appears only if you select Use conditions. For more information about scripts on the ServiceNow AI Platform®, see Scripts. Warning: Conditional scripts for scheduled emails are executed in the sandbox. Therefore, function definitions are not allowed. Some API calls and keywords are also not allowed. For more information, see Script sandbox property.

10. In the Email details section, specify the recipients and the email subject.
    You can enter users and groups on your instance or any permitted internal or external email addresses. Security constraints may restrict who you can send the report to. You can also add a message. To send email to persons who are not on your instance, you need to have outbound email configured. See Outbound Email Configuration.
11. Select Save to save the schedule.