The snapshot function allows users to send updated screenshots of a dashboard via scheduled emails. Using this function, users have the option to show unfiltered data or company-specific data in the snapshot, depending on the relationship mapping of the email and company.

What's in this article: 

Sharing unfiltered data

These steps will send a snapshot of an unfiltered dashboard to recipients.

  1. Go to Dashboards and search for the dashboard that you want to share. 
  2. Click on the ellipsis ... icon and select Share from the options to open the Share Dashboard window.
    share dasbhoard 
    The Share option is found on the Dashboards tab with the search function only. When on a cloned dashboard's view, you have to go back to the Dashboards tab to find the Share option.

  3. On the Share Dashboard window, click the Snapshot tab and input the recipient's email addresses on the drop-down list. Leave the PSA field blank. 
  4. Next, set the frequency for the scheduled emails. Select Advanced Scheduler for more options.
  5. Put a checkmark on the Attach the dashboard checkbox, and select PDF to send the snapshot in PDF form
    select PDF
  6. Provide an email subject, then click and select a token. Be guided by the token descriptions below. 
    email subject

    Token Descriptions

    • {recipient_company_name} is for the recipient's company name.
    • {recipient_name} is for the recipient's full name. Use first name and last name if the full name is not available.
    • {report_name} is for the dashboard's name. 
    • {report_owner_name} is for the dashboard owner's name.
    • {report_owner_email} is for the dashboard owner's email address.
    • {report_link} is for the dashboard link.
    • {your_company_name} is for the sender's company name.Select a token for the email subject from the list. 
      subject token
  7. Next, type the email body and click to add a token. Refer to the descriptions above as a guide. 
    email body token
  8. Tick the Include Shareable link checkbox to attach the dashboard's shareable link to your email. (Optional)
    include link
  9. Tick the Hide the email footer checkbox to hide the footer on the email. (Optional)
    hide footer

    • If your PSA is selected in the snapshot, the values for {recipient_company_name} and {recipient_name} can be obtained from Autotask, ConnectWise, or Kaseya's contact data.
    • If your PSA is not selected or the values for {recipient_company_name} and {recipient_name} cannot be obtained, set these values to null.
  10. Finally, click the Scheduled button to save the settings.
    scheduled email
    This new schedule will appear on the Scheduled list at the bottom of the window. For now, only one schedule can be set for each dashboard.

If you want to configure the scheduler, see the section on Scheduler Settings

Sharing company-specific data

To send a snapshot of a dashboard filtered for the recipients' mapped company, follow the steps in the previous section To share unfiltered data. In Step 3, don't forget to select an option from the PSA dropdown menu. Currently, the PSAs available are ConnectWise, Autotask, and Kaseya only.
PSA dropdown

The Snapshot feature will only work if the following prerequisites are satisfied:

  1. The user uses ConnectWise, Autotask, or Kaseya for ticket handling.
  2. The field for company_name or account_name is added to the columns display of the Dataset of the dashboard slicer.

    Kaseya dataset

  3. The client has a mapping relationship between the email and company or account name using the datasets below. MSPbots uses this mapping to sync the data from the client's PSA account.
    • Dataset for Connectwise: ConnectWise Manage Contacts 
      CW contacts

    • Dataset for Autotask: Autotask Contacts
      Autotask contacts
    • Dataset for Kaseya: Kaseya BMS Contacts - API
      Kaseya contacts
      The snapshot feature will not send an email to the email addresses if the company is not mapped in the dataset.

  4. The dashboard contains a company slicer.

  5. In the dashboard slicer's Widget Builder window, the user must input the word “Company” (case-sensitive) in the QueryParams field under the config tab.

Sending scheduled reports

To set scheduled reports for your clients, follow the steps in the previous section Sharing company-specific data.
This will allow you to automatically send a snapshot of a filtered dashboard to your clients based on the scheduled frequency. 

Scheduler Settings

Here are the available actions when configuring the Scheduler: 

  • Edit - Perform this action to modify the Scheduler information after configuration. Click theicon to make the changes and click Update when done.
  • Send Now - Click the icon to send the email and snapshot immediately without being restricted by a schedule. 
  • Send To Me - Click theicon to send the snapshot to the email of the user who is currently logged in to the app. You can use this to preview the report before sending it to your clients or team.  
  • Delete - You can delete a scheduled report by clicking theicon and the Confirm button on the prompt.

How to stop sending the reports

  1. Go to the Shared Dashboard screen, then to Snapshot
  2. Scroll down to the Scheduled section. 
  3. Delete the set records by clicking the icon corresponding to the report for deletion.