Summary
Share insights and collaborate with colleagues by sharing your Pages via Email.
Pages can be sent as a one-off or scheduled to send on a recurring basis.
The Page is sent as a PDF attachment and can be shared with one or multiple team members.
Sharing Pages via email enables you to provide updates to the team on different metrics and insights, increasing visibility and alignment, for example updating your senior leadership every Friday evening on customer health and performance.
Who is this article for
This article is relevant for users of Planhat who have access to workflow permissions, specifically Distribute dashboards externally. To be able to share a Page through email, you need to have permission to edit the Page.
Article series
This article is a part of a series on the Customer Intelligence Module. Here are other helpful articles in this Module:
Article contents
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Share insights with colleagues using email
Sharing Pages with colleagues is a powerful way to improve efficiency and drive cross-functional collaboration. Maybe you want to share a team meeting dashboard with your team ahead of a Monday morning meeting, or you want to keep functional leaders abreast of how customers are engaging to improve customer centricity. You can send out monthly up-to-date reports to the C-suite on performance or send a portfolio overview before a board meeting to make sure everyone is up to speed!
Planhat allows you to share your Pages through a one-off email for ad-hoc communication, or a recurring email to ensure consistent insights for the team. This functionality can be used to share updates on different metrics and insights, increasing visibility and alignment within the team. You can also manage your recurring emails to change recipients, frequency or title and body of the email.
To use the functionality navigate to the Page you want to share, hover over the top-right corner icon and choose "Share via Email".
When sharing a Page through email it is exported to a PDF and sent out as an attachment displaying the data and widgets that you see as a user, adhering to the data permissions of the sender. This means it is also a great way to share insights that not everyone in the team has access to otherwise.
❗Important to know: Widgets that are Live Data Tables display as empty tables in the PDF as they are built to show live data only. You can use the Top List widget instead.
Send a one-off email
Sharing a Page one-time through email is an easy task. This feature is reachable directly from the Page itself by hovering over the top-right corner, choosing “Share via Email” and clicking "Send once". Then follow these instructions:
Choose your recipients, either specific team members or use the different filters to include multiple recipients at once.
Input the email subject - this will be the subject line of the email shown for your team member.
Input the body of the email in “Message”. The email will be sent from reports@mail.planhat.com, so it’s a good idea to include your contact information, so recipients know who it is from and who to contact about the content.
Send your email!
It's recommended to send a test email before sharing with colleagues to ensure that the shared Page looks as expected. Click “Send me a test email” to receive a test email to your email address.
📌 Note: The information you see in the PDF is a snapshot of data saved (cached) from the Page and doesn’t include filters applied using the Search Bar at the top of the page or in the Role Portfolio permissions. The PDFs are generated so that the data they are based on is maximum 2 hours old. If the PDF is larger than 10MB, the page is added as a link in the email instead.
Scheduling a recurring email
If you want your Page to be sent recurrently to your team members, you can schedule this through the top-right corner of the Page as well.
To schedule a recurring email, choose "New recurring email" and follow these steps:
Input the recurring email name. This is an internal name used for your reference only, and will not be visible to anyone in your team.
Choose your recipients - either choose specific team members or use the different filters to include multiple recipients at once. Note that the recipients are evaluated at the time of message being sent, so if a colleague joins or leaves the team, it will impact future deliveries.
Input the email subject - this will be the subject line of the email shown for your team member.
Input the body of the email in “Message”. The email will be sent from reports@mail.planhat.com, so it’s a good idea to include your contact information, so that people know who to contact about the reports.
Choose your frequency: daily, weekly or monthly.
If you choose weekly, you need to decide what day of the week the email is sent.
If you choose monthly, you need to decide what day of the month the email is sent. If you want to send the email on the last day of the month, make sure to choose the Last day of the month.
Decide what time of the day (and for which time zone) you would like to send the email.
Send your email!
Again, it's recommended to send a test email before sharing with colleagues the email to ensure that the shared Page looks as expected. Click “Send me a test email” to receive a test email to your email address.
📌 Note: The information you see in the PDF is a snapshot of data saved (cached) from the Page and doesn’t include filters applied using the Search Bar at the top of the page. The PDFs are generated so that the data they are based on is maximum 2 hours old. If the PDF is larger than 10MB, the page is added as a link in the email instead.
Managing your recurring emails
You can manage your recurring emails by navigating to the Page, hovering over the top-right corner and clicking “Share via Email”. This view will show you a list of all of your recurring emails connected to that Page, and you can choose to edit the recurring email or delete it.