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Admin Settings - Scheduled Emails

Emailed Data Policy

When sending or scheduling Looker content via email, you can specify whether the content is attached to the email or embedded in the body of the email, or provide a link back to the content in Looker, or both.

The Scheduled Emails page, accessible from the Admin panel under Alerts & Schedules, allows Looker admins to set a data sharing policy that applies to all new and existing one-time and scheduled email deliveries that use Looker’s native email destination. This policy does not apply to emails delivered using any of Looker’s other native destinations or integrated services through the Looker Action Hub or a custom action hub.

The selected Emailed Data Policy is a setting that applies to all new and existing one-time or scheduled email deliveries. The setting cannot be managed at the model level or for specific one-time or scheduled email deliveries.

The Emailed Data Policy includes one of three options for email deliveries:

Default Emailed Data Policy Options

Upon updating to Looker 7.8+ from Looker 7.6 or a previous Looker version, instances will have the Send Links and Data option selected by default. Exceptions include:

Send Link Only

With the Send Link Only option selected, when you are setting up Looker content for email delivery, the Send or Schedule pop-up will contain fields to name your delivery, list email recipients, define the delivery’s trigger and frequency, and specify additional advanced scheduling options.

You can check the Summary at the bottom of the Send or Schedule pop-up to verify the delivery settings.

The delivered email will contain:

To view the content, users clicking the emailed link must log in to Looker and have permissions to access the model on which the content is based.

Send Data Only

With the Send Data Only option selected, when you are setting up Looker content for email delivery, the Send or Schedule pop-up will contain fields to name your delivery, list email recipients, select a format for the data, define the delivery’s trigger and frequency, and specify additional advanced scheduling options.

You can check the Summary at the bottom of the Send or Schedule pop-up to verify the delivery settings.

The delivered email will contain:

Anyone who receives the email can view the embedded or attached content.

Send Links and Data

With the Send Links and Data option selected, when you are setting up Looker content for email delivery, the Send or Schedule pop-up will contain fields to name your delivery, list email recipients, select a format for the data, define the delivery’s trigger and frequency, and specify additional advanced scheduling options, including selecting whether to include links back to Looker content in the body of the email.

You can check the Summary at the bottom of the Send or Schedule pop-up to verify the delivery settings.

The delivered email will contain:

Anyone who receives the email can view the embedded or attached content, but the recipient must log in to Looker to view the Looker content linked from the email.

Changing Your Emailed Data Policy Option

Although your Looker instance will have a default emailed data policy option selected based on the instance’s settings prior to an update to Looker 7.8, Looker admins can change this default setting at any time by navigating to the Scheduled Emails page in the Admin panel under Alerts & Schedules.

Changing your emailed data policy may break any existing automated workflows set up via email. Admins should check with their users to see if these have been set up and decide how to manage changes to the emailed data policy.

There may be additional considerations and trade-offs when you are deciding whether to switch emailed data policy options. The table below shows at a high level what happens to a scheduled delivery when admins switch the instance’s emailed data policy options.

Old Emailed Data Policy What Gets Delivered New Emailed Data Policy What Gets Delivered
Send Link Only Link back to Looker content Send Data Only Existing Schedules: An embedded data visualization or file attachment replaces the link
New Deliveries: Embedded data or a file attachment
Send Link Only Link back to Looker content Send Links and Data Existing Schedules: Embedded data or a file attachment and option to include links automatically selected
New Deliveries: Embedded data or a file attachment and option to include links automatically selected
Send Data Only Embedded data or a file attachment Send Link Only Existing Schedules: Link back to Looker content replaces embedded; no file is attached
New Deliveries: Link back to Looker content
Send Data Only Embedded data or a file attachment Send Links and Data Existing Schedules: Embedded data or a file attachment and option to include links automatically selected
New Deliveries: Embedded data or a file attachment and option to include links automatically selected
Send Links and Data Embedded data or a file attachment and option to include links back to Looker content Send Link Only Existing Schedules: Link back to Looker content
New Deliveries: Link back to Looker content
Send Links and Data Embedded data or a file attachment and option to include links back to Looker content Send Data Only Existing Schedules: Embedded data or a file attachment
New Deliveries: Embedded data or a file attachment

Switching Deliveries to Send Link Only

If you are switching to the Send Link Only option, all new one-time and scheduled email deliveries will be sent containing only links back to Looker and the title of the Looker content, rather than embedded or attached Looker content.

Existing schedules will also send only links back to Looker, even if previously:

External Recipients

You can use the Scheduled Emails page in the Alerts & Schedules section of the Admin menu to monitor data being sent from Looker to non-users. The Scheduled Emails page lists any email addresses that are scheduled to receive Looks or dashboards but are not associated with one of your Looker instance’s user accounts.

The table of external email addresses that appears on the page shows the following information:

Column Definition
Email The external email address.
Scheduled for The Look or dashboard that is scheduled to be sent to the external email address. Each entry in this column is a link to the Look or dashboard.
Scheduled by The name of the Looker user who created the schedule.
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