Tableau Server MailScheduler

Send personalized dashboards as PDF, CSV or inline images by mail
Use Dashboards from multiple workbooks, apply filters and parameters to personalize

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PDF Scheduler for Tableau - send Tableau Dashboards as PDF files

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Inform anyone you want

Perfectly scheduled Tableau Dashboards from multiple workbooks by email. Curious how to deliver PDF reports, CSV files or inline images of your Tableau Dashboards by email to large groups of users? Tableau Server MailScheduler is the simplest way to achieve your goal!

The Mail Scheduler is the missing enterprise functionality in the broad set of features Tableau Server already has to offer. Recipients (inside or outside your orginazation) do not need any Tableau experience nor do they need to logon to your Tableau Server. They will receive the filtered dashboards as PDF, CSV or inline images in their mailbox by the schedule you define. You are able to send one PDF file with several dashboards from multiple workbooks on your Tableau Server, or you can choose to send several PDF files with only one personalized dashboard. The choice is yours!

MailScheduler Usecase

Ever met the challenge to periodically share management information to all shop owners or outlet managers? Tableau Server is an excellent vehicle to share but…. What if if you want to send one PDF file with several dashboards from different workbooks? Or what if there’s a large group of users in your organization that has no access to Tableau Server (yet)? Ever tried to share your dashboards with people from outside your organization or behind a firewall on a regular base?

Tableau Server MailScheduler comes in handy sending multiple filtered dashboards originating from one or more published workbooks as a single PDF file to the mailboxes you want! Use filters, special views and parameters to create the personalization you need! You can even automatically store every single created PDF file on your network drive for auditing or any other purpose you want.

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PDF Scheduler - create mail and store personalized PDF reports from one or more of your Tableau Dashboards. This is the task configuration screen

Main Features

  • Send PDF copies of your Tableau dashboards from different workbooks by email

  • Send CSV files of your Tableau dashboards by email

  • Create personalized emails with inline images

  • Use filters and/or set parameters in dashboard views to create personalized emails

  • Get a head start in implementing Tableau Software in your entire organization.

  • Push information to people that are not able or allowed to use the published interactive dashboards inside and outside your organization

  • Automated time scheduled mailings

  • No separate reporting infrastructure needed for non Tableau users

  • Manage groups and accounts to operate the PDF Scheduler

  • Simple, flexible and reliable in scheduling and operations

  • Live and running in less than a day

  • No additional investments in hardware or licenses

  • Remote installation support available (not included in the subscription)

Frequently Asked Questions

Do I need a Tableau Server to use the PDF Scheduler?2019-07-08T14:55:17+01:00

Yes. The Tableau Server PDF Scheduler generates PDF files from dashboards published on your Tableau Server.

Is the number of emails I can send with the PDF Scheduler limited?2018-06-12T15:30:52+01:00

There is no technical limit in the number of emails you can send with the PDF Scheduler. Your local (internal) mailserver might have limits in the number of emails to be sent (suspicious use of email)

Can i send multiple dashboards in one PDF file?2020-02-28T12:01:52+01:00

Yes you can! Every task you create reults in a PDF file to be sent and/or stored. Each task consists of at least one view but may contain as many views as you like. All views you add to a task will result in an extra page in the tasks PDF file. Each view can be filtered an parametrized the way you like it!

Can i send the email to multiple recipients?2018-06-12T15:29:59+01:00

Yes of course you can! Each task can be sent to one or multiple recipient(s). The subject and body text of the mailing will be the same for all recipients.

Can i send personal reports with the PDF Scheduler?2020-02-28T12:01:23+01:00

Sure! By using url parameters in the addressing of your view you can make sure your recipient receives a PDF file with a proper filtered dashboard.

Example: The link below points to a dashboard on Tableau Public. The second link points to the same view but there’s a URL parameter added that acts like a filter on your view. In this case we filterd the Region North America

Full dashboard / view

Filtered view of the same dashboard (just added the following string to the url of the view: “?Region=North America”!/vizhome/TableauPublic10Training-CO2EmissionsWorkbook/DeviceSpecificDashboard?Region=North%20America

What is best practise use for personalized views of dashboards (Use of Filters)?2018-06-12T16:22:58+01:00

Use filters

The PDF Scheduler allows the use of  ‘Filters’. These Filters allow you to send PDF file(s) of a filtered dashboard to a specific user; for example if you want to send a financial dashboard of a single store to a store owner, while the Tableau Dashboard has Financial information on all stores. The use of filters in the PDF scheduler is similar to the use of regular url parameters supported by Tableau Server (Check the Tableau Community for more information on URL parameters).

The use of filters in the PDF scheduler is bound to certain rules affecting your dashboard design:

  1. All filters you want to apply in the PDF scheduler have to be present in the view you specify in the Task. When you set a filter and/or filter value in the PDF scheduler that is not present in the view specified in the task, the filter will be neglected on the dashboard and the recipient will receive the unfiltered dashboard.
  2. The filter name and filter values have to correspond exactly with the names and values in the dashboard, respect Case Sensitivity and the use of spaces!
  3. When working with confidential data in your Dashboards, it is best to set all filters to all unselected. In case of filter mismatching the recipient will receive an empty dashboard instead of ‘all’ confidential information.

Filters: Zip code=7575BB&Radius=2

Resulting URL to use as view in your task: code=7575BB&Radius=2

This will result in a one page PDF dashboard showing all supermarkets in a radius of 2 km around the ZIP code 7575BB. Notice the space and Capitilazation in the filtername ‘Zip code’.  The filters/parameters ‘Zip code’ and ‘Radius’ have to be present in the Tableau Workbook dashboard ‘distance’.