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Best Practices: Scheduled Snapshots

Master the best practices for archiving Snapshots and setting up Snapshots to monitor data.


Snapshots to Archive

Based on your reporting schedule, you may want to set Scheduled Snapshots, so you can archive past reports.

For example, if you do monthly reporting, you can schedule a Snapshot to be delivered on the last day of the month at 11 PM. That way, all the data from the previous month is captured, and you can reference it in the future if need be. 

If you have multiple Snapshots scheduled to be delivered on the same day, you may want to set up a filter in your inbox to automatically store these Snapshots in a folder. This will ensure your inbox isn't clogged on the 1st of the month, but you still have the archived reports that you need. It's recommended that you make the "Subject" in all Snapshots the same to simplify this process. 

Snapshots to Monitor Data

Often, a pain point of monthly reporting meetings is that at the end of the month, you're piecing together what you did throughout the month to influence the data you're sharing. Scheduled Snapshots are a great way to combat this problem. 

To do this, it's recommended that you use Scheduled Snapshots as a way to make data a more regular part of your routine. While you may not be in the habit of checking Databox on a daily basis, you most likely are in the habit of checking your inbox on a daily basis. By Scheduling Snapshots, you're making the data work for you, instead of the other way around. 

If you're doing monthly reporting meetings, it's recommended that you start by Scheduling Snapshots that are delivered on a weekly basis, preferably on Thursday or Friday morning. By Scheduling Snapshots to be delivered at the end of the week, all of your activities are fresh in your mind as you view your reports. 

It's recommended that you include the Streaming URL in the "Personal Note" section of the Scheduled Snapshot. This will give the recipient 1-click access to a live, up-to-date view of the Databoards. 

This can help you more easily connect the dots between the work you're doing and the results you're seeing. Not only does this reduce the amount of work needed to prep for reporting meetings at the end of the month, but it also helps you better understand how to influence your data.