Scheduling, Saving, and Sending Data

Customer Insights is an incredibly useful tool for discovering and analyzing data, but, if you don’t want to, you definitely don’t have to spend your entire day working solely with Customer Insights. Instead, Customer Insights provides a number of ways to schedule, save, and send data, all of which allows you to view and analyze that data offline, or in a different application, or even to share that data with users who don’t have Customer Insight accounts. As a result, you can make selected data widely-available in your organization, yet still limit access to Customer Insights itself.

In this section of the documentation, we discuss three methods for making data available offline and/or to other users:

  • Scheduling Data Delivery
  • Downloading Data
  • Sending Data

Scheduling Data Delivery

If you can’t get to Customer Insights (either because you don’t have access to it at the moment or because you can’t log on from wherever you might be), well, don’t worry about: it’s possible to have Customer Insights come to you. (At least the data part of Customer Insights anyway.) With Customer Insights, you can “schedule” any Dashboard or Look: that means that you can have the data (and, depending on your preference, the visualizations) emailed to you on a regular basis.

For example, suppose you start work at 8:00 AM every morning. If you wanted to, you could schedule Look data to bel delivered each morning, Monday through Friday, at 7:55 AM. At 7:55 AM, Customer Insights will execute the Look query, package up the data according to your specifications, and then email that package to you. When you get to work, your report will be waiting in your Inbox.

That’s the good news. The even better news is that there are multiple ways to schedule data delivery in Customer Insights. For example, you can:

  • Click the Settings icon in a Look or Dashboard and then click Schedule.
  • Click the Create Schedules link while viewing a Look.
  • Click the settings icon for a Look or Dashboard in the Shared Space and then click Add Schedule.

Regardless of which approach you take, the net results is a scheduling dialog box that looks like this:

The Scheduling Dialog Box

And don’t worry, we intend to explain what all those options are. In fact, we intend to do that right now:

Title

The title of the report being sent. By default, Customer Insights uses the title of the Dashboard or Look as the report title. However, you have the option of entering a custom report title. If your Look is entitled DemoRptJan18 you can title the report emailed to people Demographics Report for January 2018. That’s entirely up to you.

Send Test

Click Send Test to immediately send a report to the currently-selected destination/recipients. Despite the name, this is an actual report using actual data: the test report uses the current dataset and is formatted using the options currently selected in the Schedule Geographic Locations dialog box. The primary difference between a test report and a “real” report is that the test report is sent on demand and is not scheduled.

Filters

If your Dashboard or Look includes filters, you can use those filters to limit the amount of data included in the report. For example, suppose you want data only for December 25, 2017. As long as there’s a filter that lets you filter by date, you can do that:

A Scheduling Filter

In that case, the emailed report will only include data for December 25, 2017, regardless of how many days’ worth of data the Look is capable of retrieving.

As implied above, you can only use the filters defined in a Dashboard or a Look. If a Dashboard or Look does not use filters, then this option will not be available:

No Filters Available

Delivery

Specifies how often you want updated reports sent to you. Allowed values are:

  • By minute
  • Hourly
  • Daily
  • Weekly
  • Monthly

Repeat

Specifies the days of the week that reports should be delivered. Allowed values are:

  • Every day
  • On week days only. Reports will not be sent on Saturdays or Sundays.
  • On specific days of the week. You can specify any (or all) the days of the week.

Timezone

Time zone used to when executing queries and delivering data. For example, suppose you schedule delivery for 3:00 PM Eastern Standard Time. That means that users in the Pacific Time zone will get delivery at 12:00 PM.

Destination

Specifies where the Dashboard data should be sent. The only allowed destination Email, which enables you to send data to one or more email addresses. By default, Customer Insights lists your email address as the sole recipient:

Schedule Recipients

To add additional recipients, type the email address in the Email Address fields; to send data to more than one recipient, separate the email addresses by using commas:

toni.luc.ng@gmail.com, terrance_oreilly@gmail.com

To remove a recipient, click the X next to their email address:

Removing a Recipient

And yes, you can remove yourself: even though yours is the default recipient address, you do not have to receive a copy of the report.

The scheduling dialog box also gives you the opportunity to select the Run schedule as recipient option. With this option, the query used to retrieve Dashboard data is run using any access filters and attributes that have been applied to individual user accounts (based on email address). That means that users will get the same report but, depending on those filters, could receive different datasets.

Note. By default, Customer Insights does not let you set access levels on individual data fields: if a user has access to report A, then he or she had access to all the information found on that report. If you need finer-grained access controls, contact your Janrain representative.

We should also mention that, if any of the recipients are not registered Customer Insights users, the query will fail and the report will not be sent. You can verify whether it not a recipient is a user by Looking for the purple icon on their email address:

Identifying Registered Users

Users with a purple icon are registered users; users without this icon are not registered users.

However, this restriction applies only to running schedules as recipients. If you do not enable this option reports can be sent to anyone.

Message

By default, reports are emailed to users without any accompanying message or text:

Emailed Schedule Without a Custom Message

By filling out the Message field, however, you can preface the report with any sort of customized message:

Emailed Schedule with a Custom Message

Format (Dashboards-only)

Specifies the format of the report. Allowed values are:

  • PDF (Tiled). The report is sent as an attached .PDF file that mimics the look of your Dashboard.
  • PDF (Single Column). The report is sent as an attached .PDF file, with the visualizations arranged in a single column.
  • Inline (Image Tiled). The report is sent as a single .PNG image that is effectively a screenshot of your Dashboard. The .PNG file appears in the body of the email.
  • Inline (Image Single Column). The report is sent as a series of .PNG files, one for each visualization in the Dashboard. The .PNG files appear in the body of the email.
  • CSV ZIP File. The report is sent as an attached .ZIP file. Inside the .ZIP file are a series of comma-separated values files, one for each visualization on the Dashboard.

Format (Looks-only)

Specifies the file format for the report. Valid formats include:

  • TXT (tab-separated values). Plain text file with data fields separated by tabs.
  • Excel Spreadsheet (Excel 2007 or later). With this option, the report includes the raw data, but does not include any visualizations options such as row color.
  • CSV. Plain text file with data fields separated by commas. If a field contains a comma (for example, January 1, 2018) that field will be enclosed in double quote marks: “January 1, 2018”.
  • JSON. The report uses the JavaScript Object Notation format.
  • HTML. The report is returned as an HTML file, formatted to match the format of the visualization.
  • Markdown. The report is returned as an unformatted table using the Markdown markup language.
  • PNG (Image of Visualization). The report consists of a “snapshot” of the visualization. Data can be viewed, but cannot be manipulated.

If you choose HTML or PNG, emailed report data is sent inline as part of the email body. If you choose one of the other formats, emailed report data is as an attachment.

Apply visualization options (Looks-only)

If selected, data is downloaded after applying table chart visualization settings. These settings include the following visualization options:

  • Show Row Numbers
  • Hide Totals
  • Hide Row Totals
  • Limit Displayed Rows
  • Show Full Field Name
  • Custom Labels

If this option is not selected, data is returned without applying table chart visualization settings.

For example, suppose you create custom labels for each column in your table chart. With visualization options applied, the returned data (and the column headings) might Look like this:

Country,City,Zip Code,Total Number of Users
Canada,Kitchener,N2H3T2,1
Canada,Halifax,B3M1N1,1

If visualization options are not applied, the returned data and column headings might Look like this, with the default column headings (the underlying database field) used in the header row:

Location Dim Country,Location Dim City,Location Dim Postal Code,Location Dim Count
Canada,Kitchener,N2H3T2,1
Canada,Halifax,B3M1N1,1

Formatted data values (Looks-only)

Specifies whether data is returned using any applied numeric formats (such as rounding numbers) or is displayed in its “raw” form. You must select one of the following:

  • Formatted: Data is returned after applying numeric formats. This is the default value.
  • Unformatted: Data is returned in its raw, unformatted state.

This option typically applies to table calculations.

Send If (Looks-only)

Instead of receiving reports on the same days (and at the same), even if nothing has changed, you can configure reports to be sent only if specific conditions have been met. For example, instead, of automatically sending a report every day at 4:00 PM, you can set the schedule to run every day at 4:00 PM, but to send the report only if:

  • There are results. If the query returns at least one record, the report is sent.
  • There are no results. If the query does not return any records, the report is sent.
  • There are either results or no results. In other words, send the report regardless of what the query does or does not return.

You also have the option of enabling the setting And results changed since last run. In that case, the report is only sent if it differs from the previous report. For example, suppose the query runs and it returns records A, B, and C. That information is sent out. Now suppose that, at the next scheduled run time, the query returns the identical 3 records: A, B, and C. Because nothing has changed, this “duplicate” report will not be sent if And results changed since last run is enabled.

Limit (Looks-only)

Specifies the maximum number of rows included in the report. Options include:

  • Results in Table. The reports file contains the same number of rows specified in the visualization. If the visualization only allows 300 rows the downloaded file will only include 300 rows.
  • All Results. Returns all the rows returned by the query; this will often be more rows than specified by the Look. Note that the All Results will not be available depending on such things as the size and complexity of the query, and whether the query includes “add-ons” like row totals or table calculations. This option should be selected only if you are sure that the resulting report will not tie up the network and/or your local computer.

Downloading Data

Downloading data provides a way for you to quickly download Look or Dashboard data to the computer you’re currently using to access Customer Insights data: you cannot download data to a different computer/storage location. In fact, you can’t even specify a different folder: when you download data it automatically gets stored in your browser’s assigned downloads folder. Admittedly, that limits your options a bit. On the other hand, it makes for a very quick, very easy way to download data for yourself. And that’s exactly what the feature is intended to do.

Dashboards provide two options for downloading data: you can download the dashboard as .PDF file (which gives you a read-only replica of the dashboard) or you can download the data as a set of CSV (comma-separated values) files, one file for each visualization on the dashboard.

To download data from a Dashboard, click the Settings icon and then click either Download as PDF or Download as CSVs:

Downloading Dashboard Data

If you are downloading CVS files, the download will take place immediately. If you’re downloading PDF files, you’ll see a dialog box where you can confirm the download and specify whether you want a regular PDF file or a single-column PDF file, and whether you want to download the file to your computer or simply view the file in your web browser:

The Download Dialog Box

By comparison, Looks provide only one for downloading data: Download. However, this lone option brings up the Download dialog box:

The Download Dialog Box (Looks)

That dialog box does give you numerous options for downloading the data and visualizations use by the Look:

File Format

Specifies the file format for the downloaded file. Valid formats include:

  • TXT (tab-separated values). Plain text file with data fields separated by using tabs.
  • Excel Spreadsheet (Excel 2007 or later). The downloaded file includes the raw data but does not include any visualizations options such as row color.
  • CSV. Plain text file with data fields separated by using commas. If a field contains a comma (for example, January 1, 2018) that field will be enclosed in double quote marks: “January 1, 2018”.
  • JSON. Data is downloaded in the JavaScript Object Notation format.
  • HTML. Data is downloaded as an HTML file, formatted to match the format of the visualization.
  • Markdown. Data is downloaded as an unformatted table using the Markdown markup language.
  • PNG (Image of Visualization). The download consists of a “snapshot” of the visualization. Data can be viewed but cannot be manipulated.

Results

Specifies whether your download will reflect options configured for the dataset table. You must select one of the following:

  • With visualization options applied: Data is downloaded after applying the visualization settings. These settings include:

    • Show Row Numbers
    • Hide Totals
    • Hide Row Totals
    • Limit Displayed Rows
    • Show Full Field Name
    • Custom Labels
  • As displayed in the data table: Data is returned without applying visualization settings.

For example, suppose you create custom labels for each column in your table chart. With visualization options applied, the returned data (and the column headings) might look like this:

Country,City,Zip Code,Total Number of Users
Canada,Kitchener,N2H3T2,1
Canada,Halifax,B3M1N1,1

If visualization options are not applied, the returned data and column headings would look like this, with field names used in the header row instead of custom labels:

Location Dim Country,Location Dim City,Location Dim Postal Code,Location Dim Count
Canada,Kitchener,N2H3T2,1
Canada,Halifax,B3M1N1,1

Values

Specifies whether data is returned using any applied numeric formats (such as rounding numbers) or is displayed in its “raw” form. You must select one of the following:

  • Formatted: Data is returned after applying numeric formats. This is the default value.
  • Unformatted: Data is returned in its raw, unformatted state.

This typically applies to table calculations.

Limit

Specifies the maximum number of rows included in the downloaded file. Options include:

  • Results in Table. The downloaded file contains the same number of rows specified in your Look. If the Look only allows 300 rows the downloaded file will only include 300 rows.
  • All Results. Returns all the rows returned by the query; this will often be more rows than specified by the Look. Note that the All Results will not be available depending on such things as the size and complexity of the query, and whether the query includes “add-ons” like row totals or table calculations. This option should be selected only if you are sure that the resulting download will not tie up the network and/or your local computer.
  • **Custom … **Enables users to specify the number of rows they can return. Depending on your user account permissions, the maximum number of rows will either be 5,000 or 100,000.

Filename

Name of the downloaded file. By default, Customer Insights creates a file name based on the name of the Look, a date and time stamp, and a file extension that indicates the file format. For example, in the file name Multiple Explores in a Single Look 2018-02-05T1106.csv:

  • Multiple Explores in a Single Look is the name of the Look.
  • 2018-02-05T1106 is the date and time that the file was downloaded (February 5, 2018 at 11:06 AM).
  • .csv indicates that the file was saved as a comma-separated values file.

You can change the file name if you want. However, you cannot change the download destination: files are automatically downloaded to the downloads folder specified for your web browser.

After configuring download options, click one of the following:

  • Open in Browser. When selected, the file is not downloaded to your computer but, instead, is opened in your web browser. Excel spreadsheet files cannot be opened in the browser.

  • Download. When selected, the file is downloaded to your computer.

Sending Data

One of the many great things about Customer Insights is the fact that the data gathered and displayed by the application belongs to you: if you want to share the data or the reports with pretty much anyone, well, you are free to do so. For example, from any Dashboard or Look you can click the Settings icon and then select Send:

Sending Data

In turn, that displays the send data dialog box, where you can configure exactly what you want to send and who you want to send it to:

The Send Data Dialog Box

Note that sending information is a manual, one-time affair: each time you want to send a Look or a Dashboard to someone you need to click Send and fill out the information in the dialog box. If you find yourself repeatedly sending the same information to the same people, you might consider scheduling the Look or Dashboard instead.

Title

The title of the report being sent. By default, Customer Insights uses the title of the Dashboard or Look as the report title. However, you have the option of entering a custom report title. If your Look is entitled DemoRptJan18 you can title the report emailed to people Demographics Report for January 2018. That’s entirely up to you.

Filters

If your Dashboard or Look includes filters, you can use those filters to limit the amount of data included in the report. For example, suppose you want data only for December 25, 2017. As long as there’s a filter that lets you filter by date, you can do that:

Filters for Sending Data

In that case, the emailed report will only include data for December 25, 2017, regardless of how many days’ worth of data the Look is capable of retrieving.

As implied above, you can only use the filters defined in a Dashboard or a Look. If a Dashboard or Look does not use filters, then this option will not be available:

Filters Not Available

Destination

Specifies where the Dashboard data should be sent. The only allowed destination Email, which enables you to send data to one or more email addresses. By default, Customer Insights lists your email address as the sole recipient:

Recipients List

To add additional recipients, type the email address in the Email Address fields; to send data to more than one recipient, separate the email addresses by using commas:

toni.luc.ng@gmail.com, terrance_oreilly@gmail.com

To remove a recipient, click the X next to their email address:

Removing a Recipient

And yes, you can remove yourself: even though yours is the default recipient address, you do not have to receive a copy of the report.

The scheduling dialog box also gives you the opportunity to select the Run schedule as recipient option. With this option, the query used to retrieve Dashboard data is run using any access filters and attributes that have been applied to individual user accounts (based on email address). That means that users will get the same report but, depending on those filters, could receive different datasets.

Note. By default, Customer Insights does not let you set access levels on individual data fields: if a user has access to report A, then he or she had access to all the information found on that report. If you need finer-grained access controls, contact your Janrain representative.

We should also mention that, if any of the recipients are not registered Customer Insights users, the query will fail and the report will not be sent. You can verify whether it not a recipient is a user by Looking for the purple icon on their email address:

Identifying Registered Users

Users with a purple icon are registered users; users without this icon are not registered users.

However, this restriction applies only to running schedules as recipients. If you do not enable this option reports can be sent to anyone.

Message

By default, reports are emailed to users without any accompanying message or text:

Emailed Data Without a Custom Message

By filling out the **Message **field, however, you can preface the report with any sort of customized message:

Emailed Data With a Custom Message

Format (Looks-only)

Specifies the file format for the report. Valid formats include:

  • TXT (tab-separated values). Plain text file with data fields separated by tabs.
  • Excel Spreadsheet (Excel 2007 or later). With this option, the report includes the raw data, but does not include any visualizations options such as row color.
  • CSV. Plain text file with data fields separated by commas. If a field contains a comma (for example, January 1, 2018) that field will be enclosed in double quote marks: “January 1, 2018”.
  • JSON. The report uses the JavaScript Object Notation format.
  • HTML. The report is returned as an HTML file, formatted to match the format of the visualization.
  • Markdown. The report is returned as an unformatted table using the Markdown markup language.
  • PNG (Image of Visualization). The report consists of a “snapshot” of the visualization. Data can be viewed, but cannot be manipulated.

If you choose HTML or PNG, emailed report data is sent inline as part of the email body. If you choose one of the other formats, emailed report data is as an attachment.

Apply visualization options (Looks-only)

If selected, data is downloaded after applying table chart visualization settings. These settings include the following visualization options:

  • Show Row Numbers
  • Hide Totals
  • Hide Row Totals
  • Limit Displayed Rows
  • Show Full Field Name
  • Custom Labels

If this option is not selected, data is returned without applying table chart visualization settings.

For example, suppose you create custom labels for each column in your table chart. With visualization options applied, the returned data (and the column headings) might Look like this:

Country,City,Zip Code,Total Number of Users
Canada,Kitchener,N2H3T2,1
Canada,Halifax,B3M1N1,1

If visualization options are not applied, the returned data and column headings might Look like this, with the default column headings (the underlying database field) used in the header row:

Location Dim Country,Location Dim City,Location Dim Postal Code,Location Dim Count
Canada,Kitchener,N2H3T2,1
Canada,Halifax,B3M1N1,1

Formatted data values (Looks-only)

Specifies whether data is returned using any applied numeric formats (such as rounding numbers) or is displayed in its “raw” form. You must select one of the following:

  • Formatted: Data is returned after applying numeric formats. This is the default value.
  • Unformatted: Data is returned in its raw, unformatted state.

This option typically applies to table calculations.

Limit (Looks-only)

Specifies the maximum number of rows included in the report. Options include:

  • Results in Table. The reports file contains the same number of rows specified in the visualization. If the visualization only allows 300 rows the downloaded file will only include 300 rows.
  • All Results. Returns all the rows returned by the query; this will often be more rows than specified by the Look. Note that the All Results will not be available depending on such things as the size and complexity of the query, and whether the query includes “add-ons” like row totals or table calculations. This option should be selected only if you are sure that the resulting report will not tie up the network and/or your local computer.

See Also

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