Overview: Scheduled Snapshots
With Scheduled Snapshots, you can share PDFs or JPGs of your Databox reports at regular times. Scheduling Snapshots is a great way to make the data a more regular part of your teams routine. They are also valuable in that they allow you to easily export Databox reports.
How to access Scheduled Snapshots
1
Navigate to the
Databoards page
2
Hover over the Databoard you want to set a Scheduled Snapshot for and click the
Share Databoard icon. To Schedule Snapshots for Looped Databoards, hover over the first Databoard in the loop and click the
Share Databoard icon.
3
Click on the
Snapshot tab at the top of the
Share Databoard window
Pro Tip: Admins can Schedule Snapshots of all Databoards. Editors can Schedule Snapshots of Databoards they have access to. Users can edit and share Databoards that they created.
How to view all Scheduled Snapshots
To view all Scheduled Snapshots set in an Account, navigate to Notifications > Scheduled Snapshots.
How to use Scheduled Snapshots
Popular Use Cases
Learn more about popular use cases for Scheduled Snapshots here.
How to use Scheduled Snapshots
A
Recipient(s): Enter the email addresses of Recipients of this Scheduled Snapshot. From the drop-down list, you can select Users from within the Databox Account. You can also manually enter email addresses to Schedule Snapshots to be sent to non-Databox users.
After typing in an email address, click
tab on your keyboard to complete the entry and move to the next email address.
B
Frequency: Choose the frequency, day and time at which you want the Scheduled Snapshot to be sent out.
Pro Tip: Make sure the frequency you select works with the Primary Date Range on your Databoard(s). Since a static version of the Databoard(s) will be sent out, the Recipient(s) will not be able to switch between multiple Date Ranges on the Databoard.
C
File Format: Choose the format that you want to receive your Databoard Snapshot in.
If you choose to Schedule a Snapshot of Looped Databoards, selecting the JPG option will distribute individual JPGs of each Databoard in the loop, while the PDF option will distribute 1 PDF of the full loop of Databoards.
D
Subject: Customize the Subject line for your Scheduled Snapshot. This will be the Subject of the Email that is sent with the Databoard Snapshot.
E
Message: Enter a custom Message for your Scheduled Snapshot.
Pro Tip: To give the recipients of the Scheduled Snapshot realtime access to the report in addition to the JPGs or PDF they received via email, include a link to the Streaming URL in the Message section of the Scheduled Snapshot.
F
Shareable Link: Tick this checkbox to include a live version of your report along with the Scheduled Snapshot.
G
Looped Databoards: If a loop is set up under this Databoard, you will have the ability to select whether you want to Schedule the Snapshot for the selected Databoard or for the entire loop of Databoards.
How to create a Scheduled Snapshot [Example]
We want to set a Scheduled Snapshot to export a loop of Databoards to our Account Managers each week. Our goal is to make this data a more regular part of their routine throughout the month, and to help them connect the dots between the work they're doing and the results they're seeing.
1
Click on the
Share Databoard icon on the first Databoard of the loop
2
Click on the
Snapshot tab
3
Select Users from the Databox Account and/ or enter email addresses for the Recipients of the Scheduled Snapshot.
4
Set the Frequency of the Scheduled Snapshot. The purpose of this Scheduled Snapshot is to make data a more regular part of our Account Managers weekly routines. On top of that, we want to help our Account Managers better understand the correlation between the work they're doing and the results we're seeing.
Therefore, we'll Schedule the Snapshot to be sent to the appropriate Account Managers every Friday morning.
5
Since we plan to Schedule the Snapshot for the full loop of Databoards, we'll select
PDF as the
File Format to produce a clean, concise document.
6
Enter a custom Subject for the Scheduled Snapshot. We will enter "Weekly Report" to make it clear to the Recipients what's being delivered.
7
Type a custom Message for the Scheduled Snapshot. We want to give our Account Managers full visibility into this report, so we'll enter the Streaming URL here.
9
Finally, we'll select the checkbox at the bottom of the
Share Databoard window to instruct the system to include the full loop of Databoards out in the Scheduled Snapshot.
How to edit a Scheduled Snapshot
1
Navigate to the
Databoards page
2
Hover over the Databoard you want to edit the Scheduled Snapshot for and click the
Share Databoard icon. To edit a Scheduled Snapshots for a loop of Databoards, hover over the first Databoard in the loop and click the
Share Databoard icon.
3
Click on the
Snapshot tab at the top of the
Share Databoard window
4
Scroll to the bottom of the
Share Databoard window and click
Scheduled to expand the window and view existing Scheduled Snapshots for the Databoard.
5
Click on the Edit icon to the left of the Recipient email address. This will open the setup window for the Scheduled Snapshot so you can further edit it to fit your needs.
To delete the Scheduled Snapshot, click the red Trash icon on the right side of the window.
6
Click the green Update button to update the Scheduled Snapshot
