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Creating an email delivery

1

Configure the delivery settings

  1. Navigate to a published dashboard.
  2. Click File > Deliveries & Alerts. The delivery options will display on the left side of the page.
  3. Fill in the following:
    • Delivery - Select Schedule or Alert.
    • Send -
    • Destination - Select .
    • Name - Enter a name for the delivery.
If creating an alert, use the Alert tab to define the conditions that must be met to trigger the delivery. For example, you have a chart that tracks the Total sales for your ecommerce company. Using an alert, you can trigger a delivery when the total of your sales has changed.
2

Configure the delivery schedule

In this step, you’ll define the cadence for the delivery:
  • For schedules, this determines when Omni will deliver the specified content to the destination
  • For alerts, this tells Omni when to check if the current query results meet the conditions required to send the delivery
Schedules can be defined using the visual options or with cron:
Use the UI options (Daily, Weekly, etc.) to select a time period.By default, schedules are set to send in the local timezone of the delivery creator’s computer. Use the Times are in drop down to change the timezone.
A cron expression is a string that describes the individual details of a schedule:
OrderUnitAllowed valuesAllowed special characters
1minute0-59* , - /
2hour0-23* , - /
3day of month1-31* , - / L W ?
4month1-12 or JAN-DEC* , - /
5day of week1-7 or SUN-SAT* , - / L W ?
6yearany* , - /
Using cron, you can create schedules like the following:
At 9:00 AM every day
0 9 ? * * *
At 6:30AM on the last day of the month
30 6 L * ? *
At 8:45 AM every day, Monday through Friday
45 8 ? * MON-FRI *
Omni uses Amazon Web Services’ (AWS) syntax for cron expressions. Refer to the AWS documentation for more information. By default, the most frequent you can configure a schedule is hourly.
If your organization has AI enabled, you can use the AI cron generator to create cron expressions from natural language. Click the sparkle icon next to the cron input field and describe your desired schedule, such as “every weekday at 9am” or “first Monday of each month at noon.”
Schedule send timezone may be different than query run timezone. For example, if your Database timezone is UTC with no other timezone conversion settings and you set your schedule to send at 12:00 PM PST, the query will execute at 8:00 PM UTC.Refer to your connection timezone settings for more information.
3

Select format and filter options

You can use filters to customize content for different recipients! For example, set a filter to A in a scheduled delivery to recipient A, and in another scheduled delivery to recipient B, set a filter to B.
In the Dashboard or Chart tab, you can:
  • Select the format of the content, such as PNG, PDF, XLSX, or CSV.
  • Lightly customize the contents and layout, such as expanding tables to include up to 1,000 rows, hiding filter values, or arranging tiles in a single column.
  • Select the page(s) to include in the dashboard delivery. This is applicable only to advanced layouts with multiple pages. Note: PNGs can only include one page. You’ll need to create multiple deliveries to output a PNG for each page.
  • Override the query timezone for the delivery using the timezone picker. The picker label changes based on whether Personalize delivery with recipient user attributes is enabled (Recipient’s timezone when enabled, Default timezone when disabled). This setting affects the content of queries included in the delivery, not the timing of the delivery itself. Use the Schedule tab to define when content should be delivered.
  • Set filter or control values for the delivery. Some formats will have additional customization options. PDF formats, for example, will allow you to specify the orientation and page size for the PDF. For dashboard deliveries, the default filters and controls will automatically be applied upon creation. Subsequent default filter value updates will not change the filter values set for existing deliveries.

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PNG deliveries

If you select the PNG (image) format, how the image is included with the email will depend on the image’s size:
If 2MB or less, the image will be included inline in the email:
If larger than 2MB, the image will be included as an attachment. Omni takes this approach to prevent failed deliveries, as some email providers limit how large inline images can be.
4

Configure email settings

To finish setting up the delivery, click the Email tab and fill in the following:
Add one or more recipients. Recipients can be other members of your Omni organization or non-users, such as a contractor or external stakeholder. You can also add Omni user groups as recipients.When adding recipients, note that:
  • When existing Omni users are added as recipients there are no checks on whether or not each of those users have system access (connection or content permissions) to the content being scheduled. This means users could potentially receive content that they do not otherwise have access to in the Omni application.
  • When non-users are added as recipients - that is, when a user with the recipient’s email can’t be matched to an Omni user - Omni creates an email-only user. These accounts are created when a delivery is saved to allow you to monitor scheduler usage and related metadata.
  • If a user belongs to multiple user groups, they will only receive one delivery.
If enabled, the content of the delivery will be personalized using the recipients’ user attributes. Otherwise, the delivery owner’s user attributes will be used.For example, you could use personalization to deliver a dashboard to sales managers that only displays quarterly sales data for their region.
Keep in mind that enabling this option doesn’t impact who receives this delivery, only the contents of the delivery.

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How Omni resolves a delivery recipient by email

When personalization is enabled, Omni uses each recipient’s resolved user attributes. The resolved user depends on which type of account matches the recipient email — Omni checks in the following order. The first match wins.
1

Standard, external, or embed SSO user (or pending invite) with a matching account email

Omni first looks for an active standard user, external user, or embed SSO user whose account email matches the recipient email. Users with a pending invitation at that email are also included here.
2

Embed user matched via the embed email URL parameter

If no standard account email matches, Omni looks for an embed user associated with the recipient email through the email URL parameter. This is the typical case for non-SSO embed users whose work email is passed in at embed time.
3

Email-only user

If no embed association is found, Omni falls back to an email-only user with that email — either an existing one or a new placeholder created when the delivery is saved.
Pending invitations are treated the same as active accounts in step 1. If you invite someone at a given email as a standard user and they haven’t accepted yet, they’ll still resolve ahead of any embed or email-only user with the same email.
If using Omni in an embedded context, keep these in mind:
  • Never mix internal (standard) and embed user emails. If you must reuse the same email, use the + modifier — for example, blob@example.com for the internal user and blob+omniembed@example.com for the embed user.
  • Never reuse emails across externalIds for embed users.
Email subjects and bodies can include Mustache references, including user attributes, allowing you to create dynamic, personalized content for recipients.
Enter a subject and a body message for the email delivery.
5

Test the delivery

If you want to test the delivery before saving, click the Test Now button in the bottom left corner of the page. This will send the dashboard/chart to the destination using the current settings. For example, using Test Now would send the delivery to all Recipients.
The Test Now button will be unavailable for alerts if the Condition type is Results have changed or Results have stayed the same. A workaround is to use the Send Now option to manually trigger the delivery, which is available once the delivery has been saved.Save the alert and then click the icon to display the Send Now option. This will initiate a check on the alert condition - if the condition isn’t met, the delivery will show as successful but not send anything.
6

Save the delivery

When finished, click Save to create the delivery.

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Whitelabeling with custom sender options

To have this feature enabled, reach out to Omni support. After enablement, Organization Admin permissions will be required to configure email whitelabeling.
By default, delivery emails are sent from an Omni email address. Omni’s Custom email sender feature - also known as a vanity domain - allows you to customize delivery emails’ sender information, such as the sender’s name and email address. This is especially useful for instances where you need to whitelabel Omni emails, such as using Omni in an embedded context.

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Enabling email whitelabeling

To enable email whitelabeling:
1
Click Settings >Deliveries > Email tab.
2
Toggle Custom email sender to On.
3
Fill in the Sender Name and Sender Email fields.
When finished, you can send a test (Send test) or Save changes.

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Disabling email whitelabeling

Disabling email whitelabeling reverts emails back to the default Omni domain, which may be visible to end users in embedded contexts.
1
Click Settings >Deliveries > Email tab.
2
Toggle Custom email sender to Off.
3
When prompted, confirm the change.

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Subscribing to email deliveries

If you aren’t currently a recipient of an email delivery, you can subscribe if you have the ability to view the schedule. In a published dashboard, navigate to File > Deliveries & Alerts and then click the Subscribe link under the schedule:
In an embedded context, users with a defined embed entity will only see schedules created by users in the same embed entity. Embed users that don’t have a defined entity property will only see their schedules.