Publications enable you to send an email containing a set of reports to a group of recipients (whether they are registered to CoolaData or not) according to the schedule you specify. The publication email graphically displays the report charts and provides an attached CSV file containing the raw data of the reports. Up to five publications can be defined per project.

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A user can publish a publication. Only project administrators can define new a scheduled publication.

Publishing a Publication

To publish a publication:

  1. Open your workspace in the CoolaData Administrator console and select Dashboards 5-3. A list of the dashboards to which you have permission is displayed.
  2. To open a dashboard, click on it in the list.
  3. Click 3-25 and select Publish 3-26.

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The following displays

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  1. Define your publication:
    • Title Give your publication a name.
    • Reports to Publish – Select one or more reports belong to the currently active project.
    • Recipients List – Select one or more registered CoolaData users to receive this publication email and/or enter the email address of anyone (even people who are not registered to CoolaData). We recommend adding yourself as a recipient so that you can see what the publication email looks like.
  1. Click Save. The publication is sent within a few minutes.

Defining a Scheduled Publication

This feature is only available for project administrators.

To define a new scheduled publication –

  1. In the CoolaData Administrator console, select Project projecticon and select Publications from the submenu to display a list of previously defined scheduled publications.

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  1. Select the Add + button in the top right corner of the window.

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  1. Define your publication:
    • Title Give your publication a name.
    • Reports to Publish – Select one or more reports belong to the currently active project.
    • Recipients List – Select one or more registered CoolaData users to receive this publication email and/or enter the email address of anyone (even people who are not registered to CoolaData). We recommend adding yourself as a recipient so that you can see what the publication email looks like.
    • Frequency – Specifies the schedule for sending this publication email – daily, weekly, monthly or according to a CRON expression (which is a common way to specify frequency).
      • Daily: Specifies the hour when the report should be sent (UTC).
      • Weekly: Specifies the day of the week and hour when the report should be sent (UTC).
      • Monthly: Specifies the day of the month and hour when the report should be sent (UTC).

Note: For example, you may refer to www.cronmaker.com for a description of CRON expression syntax.

  1. Click Save.
  2. To see the publication, wait to receive the publication email as a recipient or click 3-25 on the right of the publication’s row in the list and select Publish Now 3-34 from the menu (the publication is sent within a few minutes).

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The History 3-32 option shows the history of all sent email publications. Click on a publication to see when it was sent, how many reports it contains and the number of recipients.
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