Email figures to yourself or your team on a schedule

There are two ways to have figures arrive by email, and which one you want depends on whether you are sending a whole report you have built or a hand-picked set of numbers.

A digest sends the exact figures you choose. Open Rapporter, go to Schemalagda and choose Ny sammanställning. Tick the figures you want under Tal som ska med, and they arrive in the order you picked them. The list is the metrics library, so anything you have defined yourself sits alongside the built-in figures and can be sent the same way. This is the one to use when what you want is "revenue, win rate and open tickets every Monday morning" rather than a whole page of charts.

A report you have built is sent as it stands. From Mina rapporter, open the menu on the report's card and choose Schemalägg e-post. The email contains that report, not a selection from it, so what you see on screen is what recipients get. Build the report first if it does not exist yet: Build a custom report, and note that you can start from a copy of an existing one rather than from nothing.

A morning list of what is due

A scheduled report can be a to-do list that is right on the day it arrives: my activities due today, my overdue activities, deals closing in the next two weeks. Build one report per list, then schedule each one daily.

In the report's filters, pick a date field and choose är inom perioden. Then pick a period such as Idag, Före idag (förfallen), Inom de närmaste … dagarna (type the number of days) or Nästa vecka. The period is counted from the day the report runs, in your workspace's time zone, so tomorrow's email lists tomorrow's work. Add a status filter too if finished items should not show up as overdue.

For "my" lists, filter a person field such as the owner or the assignee and tick Jag: den som tittar på rapporten, eller den som satte upp e-postutskicket. On screen and on a dashboard that means whoever is looking. In a scheduled email it means the person who created the schedule, and every recipient gets that person's list. For a list per person, each person sets up their own schedule.

A report that uses one of these periods keeps its own dates when emailed: the schedule's Omfattar does not narrow it further, so an activity that became overdue a month ago is still on the list.

Settings that catch people out

Omfattar is recalculated on every send, so a weekly schedule covering the last 7 days always means the 7 days before that send, never the 7 days that were on screen when you set it up. A report that carries its own date range keeps that range instead, which is what you want for a report that describes right now rather than a period.

Tidszon and Tid decide when it lands, and they belong to the schedule rather than to each recipient. Pick the time zone the recipients work in, not the one you happen to be sitting in.

Bilaga adds a file to the email. A summary is always in the email body regardless, so choose Ingen bilaga unless someone actually needs the file.

Skicka inte när det saknas data stops a quiet week producing an email full of zeros. Leave it off if you want the schedule's silence to be meaningful.

Managing what is already going out

Schemalagda lists every schedule, including ones a colleague set up that send to you. Each one can be edited, paused, sent as a test to your own address, or removed, and its delivery history shows what was sent to whom. Administrators can switch the list to Allas scheman to see every schedule in the workspace, which is how you find and stop reports still being mailed by someone who has left.

Editing changes when it goes out, who receives it, the period it covers and whether a file is attached, and on a digest it also changes which figures are included. What it cannot change is which kind of thing is being sent: a schedule built from a report keeps sending that report. To send a different report, create a new schedule and remove the old one.

Figures are calculated as the person who created the schedule, not as the recipient. Someone who cannot see other people's opportunities creates a schedule that excludes them, and everyone on the recipient list gets that narrower figure. A figure the creator is not allowed to read is left out of the email with a line saying so, rather than being sent anyway.