home User Guide Getting Started Help Center Documentation Community Training Certification
menu
close
settings
Looker keyboard_arrow_down
language keyboard_arrow_down
English
Français
Deutsch
日本語
search
print
Delivering legacy dashboards

This documentation page is about delivering content from legacy dashboards. For information about scheduling dashboards that use the new dashboard experience, visit the Scheduling and Sending Dashboards documentation page.

This documentation page provides an overview of delivering dashboards — legacy dashboards — to Looker’s native delivery destinations and to any integrated services that are available for your Looker instance. For information specific to Looks and Explores, see the Delivering Looks and Explores documentation page.

The Looker Scheduler is the name of the pop-up window in which you configure the settings for your content delivery.

If you are a Looker developer, you must turn off Development Mode to enable these scheduling options.

The delivery options available to you are dependent on the delivery-related permissions granted to you by your Looker admin.

Opening the Scheduler from a folder

LookML dashboards are located in the LookML dashboards folder, which you can access by navigating to All folders.

To open the Scheduler from within a folder or subfolder, click Browse to find the folder or subfolder containing the dashboard you want to deliver. When you navigate to a folder, any Looks and dashboards within the folder are listed in list view or grid view:

A calendar icon indicates that you have scheduled at least one recurring delivery for that content.

In list view you can open the Scheduler by:

In grid view, you can open the Scheduler by:

Dashboards that use the new dashboard experience use a Scheduler with an updated look and feel. However, if you click the calendar icon for a dashboard that uses the new dashboard experience, the original Scheduler opens. To access the new dashboard Scheduler, open the dashboard and click Schedule delivery from the dashboard’s three-dot menu.

Creating a delivery

To create a delivery, open the scheduler by clicking the gear menu in the upper right of the content and choosing Schedule (for recurring deliveries) or Send (for one-time deliveries).

Looker displays the Scheduler, a pop-up with your scheduling choices, similar to this one, which shows a scheduled delivery of a dashboard to an email in PDF format:

For recurring deliveries, the left panel of the Scheduler shows all schedules created for the content and highlights the title of the schedule you are creating or editing. The left panel lists schedules in reverse chronological order from when they were last updated. You can duplicate or delete existing schedules by clicking the Duplicate or Delete icon to the right of the schedule, respectively.

If this is the first schedule you're creating for this content, the main panel displays scheduling options set to their default values. You can modify those values as desired. If you have previously created one or more schedules for this content, the main panel displays the saved scheduling settings for the schedule at the top of the list. Then:

When you are done, click Save All.

The following sections explain each scheduling setting.

Naming the delivery

Give the schedule a unique title in the Give your schedule a name field. The title will appear in the left panel after you save the schedule, in the list of schedules you've created, and on the schedule management pages in the Admin panel.

Depending on the destination of your delivery, the title may also appear in other places:

Choosing the delivery destination

Depending on how your Looker admin has configured your permissions, all destinations may not be visible.

The Where should this data go? setting may display several destination options for data deliveries. Each destination offers different delivery options.

Destinations include:

Once you’ve selected a data destination, a new setting field appears for you to add specific details about that destination, such as an email address or a webhook URL.

Delivery options for email

Choose Email in the Where should this data go? section. Your content will be delivered to a list of email addresses you specify.

In the Who should it be emailed to section, enter the email addresses of the recipients. Enter a single email address, or multiple addresses separated by commas, and click Add. Those emails' domains must be allowed by your Looker admins. If the recipient is another Looker user, that person will have the option to link back to the Look or dashboard from the email.

If all recipients unsubscribe from a scheduled email delivery, that schedule is deleted from Looker, even from the schedule management pages for users and admins. If a recipient unsubscribes on behalf of an email group, no members of the group will receive scheduled email deliveries.

Check Include a custom message to add a customized message in the body of the email.

Emailed deliveries may not exceed 20 MB (for formats that are delivered in the email body) and 15 MB (for formats that are delivered as an attachment).

Delivery options for webhooks

Webhooks are an increasingly common way to trigger exchanges between internet-based services. With a web service like Zapier, webhooks can let Looker data be delivered to a wide range of applications; for example, you may be able to schedule periodic delivery of a Look or dashboard to a webhook. When you set up a delivery, Looker will prompt you for the webhook address.

In the Where should this data go? section, choose Webhook. In the Webhook URL section, enter the URL where Looker should send an HTTPS request for this delivery. You can obtain this URL from the web service you're using to handle your webhook. To set up a webhook, go to your web service and do the following:

  1. Obtain a URL where Looker should send an HTTPS request.
  2. Specify a destination application for your Looker data delivery. The destination application may require additional configuration in order to receive data from Looker.

The exact procedure differs depending on what web service and destination application you're using to deliver the dashboard. See this Looker Community topic on Scheduling Looks and Dashboards Using Webhooks (3.46+) for guidelines on setting up another application to receive the webhook data from Looker.

Looker will attempt delivery to a webhook for a maximum of 30 minutes. Ensure that the destination can respond within 30 minutes to the webhook delivery attempt.

Delivery options for Amazon S3 buckets

Amazon S3 buckets are a common way to store large amounts of data. You or your company will need to have created an S3 bucket with Amazon before Looker can use it.

If you choose the Amazon S3 destination option, Looker prompts you for additional settings about formatting and about the Amazon S3 bucket as described below. See this Looker Community topic on Scheduling (unlimited) results to S3 for more details about delivering data using an Amazon S3 bucket.

In the Where should this data go? section, choose Amazon S3. The S3 Details section appears and prompts you for information about your Amazon S3 bucket:

Check out this Looker Community topic for more details about delivering data using an Amazon S3 bucket.

Delivery options for SFTP servers

Choose SFTP in the Where should this data go? section to deliver your dashboard to an SFTP server. Sending results to an SFTP server is a good method to use when your data or visualization is too large to send via email. If you choose this delivery option, Looker prompts you for the SFTP server address, username, and password as described below.

To receive SFTP deliveries from Looker, be sure your network admin has added Looker's IP addresses to your SFTP server's IP allowlist or inbound traffic rules.

When you choose to SFTP, Looker prompts you for the URL and login information for the server:

Currently, SFTP support is limited to username and password credentials. SSH private key credentials are not supported.

Looker stores SFTP fingerprints for your SFTP server. If you encounter errors with your SFTP delivery, it could indicate that the SFTP fingerprints are invalid. In this case, contact your Looker admin.

If you receive the error Java::JavaLang::NullPointerExceptions when delivering data to an SFTP server, see the Help Center article on how to deal with this Java error.

Delivery options for third-party integrations

The Scheduler will display any actions that have been enabled by your Looker admin. Depending on the service, there may be additional destination-specific fields. These fields provide the integrated service with additional information required to perform the selected action with your data. See more about delivering data from integrations in the Delivering dashboard or query data section of the Sharing data through an action hub documentation page.

To see a description of the information each service requires, find your service destination in one of the lists below, and browse to the URL shown in the How to Use This Destination column.

The following list shows all integrated services where you can deliver a dashboard:

Choosing the data format

For deliveries to email, the option to select a data format is not available if your Looker admin has set your Looker instance's emailed data policy to Send Link Only.

To choose the format for your delivery, select the appropriate icon in the Format data as section of the Scheduler. See the table below for an explanation of how each format is delivered to each destination.

Format Email Webhook Amazon S3 SFTP
PDF The dashboard in PDF format. For deliveries to email, the PDF is delivered as a file attachment. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options. The dashboard in PDF format. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options. The dashboard in PDF format. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options. The dashboard in PDF format. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options.
Visualization The visualization in the body of the email as a PNG image. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options. The dashboard visualization in a single PNG image file. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options. The dashboard visualization in a single PNG image file. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options. The dashboard visualization in a single PNG image file. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under Advanced Options.
CSV ZIP file The unformatted data from the dashboard delivered as a collection of comma-separated values (CSV) files in a zipped directory. For email deliveries, the ZIP file is delivered as an email attachment. The unformatted data from the dashboard delivered as a collection of comma-separated values (CSV) files in a zipped directory. The unformatted data from the dashboard delivered as a collection of comma-separated values (CSV) files in a zipped directory. The unformatted data from the dashboard delivered as a collection of comma-separated values (CSV) files in a zipped directory.

Dashboard query limits depend on the data delivery format:

Triggering delivery

You will not see this option if sending a one-time delivery.

When scheduling recurring deliveries, you have two options to trigger deliveries:

Specifying the datagroup trigger

You will not see this option if sending a one-time delivery or if you have specified a repeating interval trigger for your recurring delivery.

To use a datagroup trigger, select Datagroup update in the Trigger section of the Scheduler. Then choose the source datagroup from the Select Datagroup pull-down:

To schedule content using a datagroup trigger, the model file on which the content is based needs to include a datagroup. Looker lists all datagroups defined in the models included in the given Look or dashboard tile, even if the datagroups are not used to handle caching for queries or PDTs.

Schedules based on datagroups are only triggered to deliver once the regeneration process has completed for all PDTs that are persisted with that datagroup, ensuring that your delivery includes the most up-to-date data.

In the case of dashboards, which may have multiple tiles associated with multiple datagroups, you are given the option to choose from any of the datagroups that are associated with the dashboard. The entire dashboard will be sent when the selected datagroup completes.

Specifying the delivery recurrence

You will not see this option if sending a one-time delivery or if you have specified a datagroup update trigger for your recurring delivery.

For deliveries that use a repeating interval, you can customize the timing of your schedule in the Deliver this schedule section. Select Repeating interval in the Trigger section of the Scheduler. The timing options change depending on whether you choose Daily, Weekly, Monthly, Hourly, or By minute. You can adjust the time zone for the schedule in Advanced options section.

The end time for Hourly and By minute intervals is not inclusive. The last delivery will be sent at the last selected interval prior to the specified end time. For example, if content is scheduled Hourly between 12:00 a.m. and 11:00 p.m., it will be sent on the hour, every hour, from 12:00 a.m. to 10:00 p.m. If content is scheduled By minute every 30 minutes between 12:00 a.m. and 11:00 p.m., the last delivery in that timeframe will be sent at 10:30 p.m.

Applying filters to the delivery

If you are delivering a Look or dashboard that has filters, you can filter the results delivered to each set of recipients. For example, you might send regional teams results that are filtered for their states of interest:

Click Filters to see and modify the filters associated with this Look or dashboard for your delivery. Changing these filter options in the Scheduler does not change the filters in your Look or dashboard. If a dashboard filter requires a filter value and the schedule filter is blank, a schedule will display no results upon delivery.

If you change field names that serve as filters in your Looks or dashboards, be sure to review the Filters section of your scheduled Looks and dashboards and update the filters as needed to reflect your changes. If a scheduled content delivery includes filters that no longer function (for example, if the referenced field has changed), the scheduled delivery could expose unfiltered data.

To further customize deliveries, you can use the matches a user attribute filter option (if your Looker admins have configured user-specific values called user attributes). Setting a filter to one of these attributes automatically customizes the results for each user, meaning that you can send customized results to many users even if you send a one-time delivery. You can read more about this on the User attributes documentation page.

Applying advanced delivery options

The Advanced options section provides additional customization for your delivery. Click the arrow next to Advanced options to expand this menu. The options available depend on the selected destination and format of your delivery, and whether you’re delivering a dashboard, a Look, or an Explore. The links in the table below direct to a description of each option that is available for dashboard deliveries to Looker’s native destinations. Deliveries to third-party integrations may have unique advanced options available.

Format Email Webhook Amazon S3 SFTP
PDF Email options Run schedule as recipient Not available for this destination Not available for this destination Not available for this destination
Include links
Format options Use single column layout Format options Use single column layout Format options Use single column layout Format options Use single column layout
Expand tables Expand tables Expand tables Expand tables
Timezone Timezone Timezone Timezone
Paper size Paper size Paper size Paper size
Visualization Email options Run schedule as recipient Not available for this destination Not available for this destination Not available for this destination
Include links
Format options Use single column layout Format options Use single column layout Format options Use single column layout Format options Use single column layout
Table resolution Not available for this destination Not available for this destination Not available for this destination
Timezone Timezone Timezone Timezone
CSV ZIP Email options Run schedule as recipient Not available for this destination Not available for this destination Not available for this destination
Include links
Format options Apply visualization options Format options Apply visualization options Format options Apply visualization options Format options Apply visualization options
Formatted data values Formatted data values Formatted data values Formatted data values
Timezone Timezone Timezone Timezone

Email options

The following options are available only when you’re scheduling data delivery over email:

Run schedule as recipient

If you are not a Looker admin and you enter an email address other than your own, this option is unavailable. You can, however, enter your own email address, and the data delivery you receive will be the same as if you had run the query yourself.

If you are a Looker admin, you can set the data delivery to run for each recipient as if they had run the query themselves. You can set this in the Advanced options section as described on the Managing business user features documentation page.

If you are a Looker admin, see the Managing business user features documentation page for more information.

Include links

If your Looker admin has set your Looker instance's emailed data policy to Send Links and Data, the Scheduler will display an option to Include links. When this option is checked, email data deliveries include a link back to Looker that says "View full report" for delivered Looks and Explores and "View full dashboard" for delivered dashboards.

This link lets the email recipients further explore the data on your Looker instance. Recipients must log in to Looker and have permissions to access the model on which the delivered content is based to view that content in Looker. If you want to remove this link from your data delivery emails, uncheck the Include Links checkbox.

Format options

Available format options are dependent on the selected data format and destination.

Use single column layout

Single column layout is available for PDF and Visualization deliveries to all native destinations.

For dashboard deliveries in PDF or Visualization format, you have the option to print your PDF in a single column layout, which displays dashboard tiles in a single vertical column. Check the Use single column layout box to use this option, or leave the box unchecked to show the tiles as they are arranged in the dashboard.

Table resolution

For dashboards, you must check the Use single column layout option for this option to appear.

When delivering content to email in Visualization format, you can customize the width of your visualization by using the Table resolution drop-down menu. Your width options are:

If you choose Wide and the visualization width exceeds the limit set by your email client, email delivery recipients may need to scroll horizontally to see the entire visualization.

Expand tables

To display all rows of a data table — rather than just those rows that display in the dashboard tile thumbnail — in a PDF dashboard delivery or download, check the Expand tables box. If you do not see the Expand tables option, talk to your Looker admin about installing the appropriate version of the Chromium renderer for your Looker instance.

Apply visualization options

This option is available for CSV deliveries to all destinations.

You can configure whether you want the data delivery to use the same options as your visualization:

Formatted data values

This option is available for CSV deliveries to all destinations.

You can configure the data's formatting:

Timezone

This option is available for deliveries in all data formats to all native destinations.

By default, Looker uses the time zone associated with your account to determine when to send your data delivery. If you don't have a time zone associated with your account, Looker uses your Application time zone. If you want to specify a different time zone, select Use custom timezone. The time zone you select does not affect the data in your Look or dashboard, just the timing of the delivery.

Paper size

This option is available for PDF deliveries to all native destinations.

You have the option to specify the optimal size and orientation of dashboard PDFs by selecting from the Paper size drop-down menu. Large visualizations or groups of overlapping dashboard tiles may need to be resized to fit cleanly on a PDF page. If you do not see the Paper size option, talk to your Looker admin about installing the latest version of the Chromium renderer for your Looker instance.

Testing the delivery

Click the Send Test button to send a one-time test delivery to the specified destination.

Saving the delivery

A summary of your delivery settings is displayed at the bottom of the Scheduler.

For one-time deliveries, when you are finished configuring delivery options, click the Send button to deliver your content immediately to your specified destination.

For recurring deliveries, when you are finished configuring delivery options, click the Save All button to save your schedule and close the window. The content will be delivered according to your delivery settings. If you reopen the Scheduler, your saved schedule appears in the left panel. You have the option of duplicating or deleting the schedule by clicking the Duplicate or Delete icon, respectively.

Your saved schedule will also appear on the Schedules You've Created page in your user profile and the Schedules and Schedule History pages in the Admin panel. See the Viewing deliveries section on this page for more information.

Viewing deliveries

You can view the schedules that you have created and, given the appropriate permissions, all the schedules for the Looker instance.

Viewing deliveries that you created

You can see a list of all schedules that you have created on the Schedules You've Created page, which you can reach by clicking on your user profile icon and selecting Schedules. See the Viewing Your Scheduled Data Deliveries page for more information about viewing and managing the schedules that you've created.

Viewing deliveries created by other users

If your Looker admin has granted you permissions to view the Schedules and Schedule History admin pages, you can see the list of all schedules for the entire Looker instance. You will not be able to edit or delete those schedules, however.

Things to know

At times a scheduled email delivery could fail to reach one or more of its recipients. This could happen if the underlying model has an error, if the recipient does not have access to the data, or if there are rendering problems or page errors.

A few other challenges can arise:

Top