Schedule automatic report delivery

You can regularly send a PDF of your Looker Studio report to yourself and your stakeholders by setting up a delivery schedule. The PDF can include a link back to your original report.

Note: To create, edit, or delete a delivery schedule on a report, you must have scheduling permissions on the report, be an editor of the report, or be the owner of the report.

In this article:

• Create an email delivery schedule
• Apply filters to a scheduled report
• Change an existing delivery schedule
• Stop scheduled delivery
• Send your report now
• Create a Google Chat delivery schedule (Pro feature) 
• Add multiple schedules (Pro feature)
• Filter by recipient email address (Pro feature)
• Limits and troubleshooting
• Related resources

Create a new email delivery schedule

Looker Studio

To create a new email delivery schedule, follow these steps:

1. View the report that you want to schedule.
2. Click Share, and then select Schedule delivery .
   
   The Create schedule dialog appears.
3. (Optional) Enter a list of recipients. You are always included in the recipient list.
4. (Optional) Enter a custom subject and message.
5. (Optional) Select the report pages that you want to include.
6. Set the date and time that you want to begin sending the report.
7. Set the delivery frequency.
8. Click Schedule.

To create a personalized schedule for sending a report — such as every Tuesday and Thursday, or every two weeks on Friday — select Custom.

Looker Studio Pro

To create a new email delivery schedule, follow these steps:

1. View the report that you want to schedule.
2. Click Share, and then select Schedule delivery . If you're creating a schedule for this report for the first time, click Add schedule in the dialog that appears.
   
   The Create schedule dialog appears.
3. In the Destination field, select Email.
4. (Optional) Enter a list of recipients. You are always included in the recipient list.
   
   Note: If you have Looker Studio Pro, your administrator can restrict allowed recipients. If you enter a restricted recipient, Looker Studio displays an error message until you remove the recipient.
5. (Optional) Enter a custom subject and message.
6. (Optional) Select the report pages that you want to include.
7. Set the date and time that you want to begin sending the report.
8. Set the delivery frequency.
9. Click Schedule.

To create a personalized schedule for sending a report, such as every Tuesday and Thursday, or every two weeks on Friday, select Custom.

How scheduled email delivery works

Scheduled email delivery lets you regularly send an email with a PDF attachment of the report. The email will also contain a preview of the report's first page, along with a link to view the complete report. You can include other recipients by entering individual addresses or group email aliases.

Apply filters to a scheduled report

By default, the PDF version of a report uses the report’s default filter control settings and date range properties.

To change the filter control values for a schedule, edit the schedule and then select the Filters tab. This tab displays all the controls and date ranges on the report. You can change any of the control values, but you cannot add or delete controls.

If you modify a filter’s default values on a report, it will not affect the filter values for the report’s schedules. However, if you remove a filter from a report, the filter is removed from all schedules on the report.

Note: The Filters tab displays only filter controls and date range controls. Data controls and buttons are not displayed. Also, you can't change filter properties in the Filters tab.

 

Learn more about controls and filter properties.

Change an existing delivery schedule

1. View the report that you want to reschedule.
2. In the upper right, select Share, and then select Schedule delivery .
3. (Looker Studio Pro users) Select an existing schedule.
4. Click More .
5. Select Edit.
6. Enter the new schedule details.
7. Click Save.

Stop scheduled delivery

Schedules are active by default. To stop automatic report delivery, you can either pause or delete the schedule by following these steps:

1. View the report.
2. In the upper right, click Share, and then select Schedule delivery .
3. (Looker Studio Pro users) Select an existing schedule.
4. Click More .
   • If you have Looker Studio Pro, you can pause the schedule by toggling the Active switch to Inactive.
   • To delete the schedule, click Delete schedule .

Alert: You can't restore a deleted schedule.

Send your report now

To send a scheduled report immediately, follow these steps:

1. View the report.
2. In the upper right, click Share, and then select Schedule delivery .
3. (Looker Studio Pro users) Select an existing schedule.
4. Click Send now.

Looker Studio Pro features

The features and functionality described in this section are available to Looker Studio Pro users.

Learn more about Looker Studio Pro.

Create a Google Chat delivery schedule (Pro feature)

If you have Looker Studio Pro, you can send reports to individual users and Chat Spaces by following these steps:

1. View the report that you want to schedule.
2. In the upper right, select Share, and then select Schedule delivery .
3. (Looker Studio Pro users) In the Destination field, select Google Chat.
4. (Optional) Enter a list of recipients. 
   
   Note: If you have Looker Studio Pro, your administrator can restrict allowed recipients. If you enter a restricted recipient, Looker Studio displays an error message until you remove the recipient.
5. (Optional) Enter a custom subject and message.
6. (Optional) Select the report pages that you want to include.
7. Set the date and time that you want to begin sending the report.
8. Set the delivery frequency.
9. Click Save.

You can apply filters to a Chat schedule, just as you can for an email schedule.

How scheduled Google Chat delivery works

Scheduled Google Chat delivery posts a message to the recipient users or spaces. The message is posted from the Google Chat account of the schedule’s sender. The message includes the following elements:

• A PDF attachment of the report
• A View in Looker Studio link
• An Unsubscribe link that unsubscribes the user or space from the schedule

Add multiple schedules (Pro feature)

If you have Looker Studio Pro, you can add multiple schedules to a report.

1. In the upper right, select Share, and then select Schedule delivery .
   • If your report doesn’t have any schedules, you will be prompted to create a schedule.
   • If your report has at least one schedule, Looker Studio displays a list of all schedules for this report.
2. Click Add Schedule.

Each report can have up to 20 schedules. Any user who is an owner or editor on the report can add or edit schedules on the report. The user who most recently edited a schedule, including toggling the Active switch, is the sender of the schedule.

Filter by recipient email address (Pro feature)

If you have Looker Studio Pro, you can personalize the data in the scheduled reports that are delivered by email. To use this feature, you must first specify an email address field for each data source in the report that you want to personalize. You'll then see the Filter the delivered report data by recipient’s email address option when creating or editing your schedule.

 

Note: Filter by recipient email address is not available for Chat schedules.

Limits and troubleshooting

The following sections cover the limits of scheduled delivery and some common troubleshooting steps.

Limits of scheduled email delivery

Scheduled email delivery has the following limits:

• You can include no more than 50 recipient addresses.
• The person who created the schedule must be included in the recipient list. Additional recipients are optional.
• Scheduled emails can include no more than 5 pages as a preview of the report. The attached PDF includes all selected pages.
• The delivery schedule is based on your operating system's timezone. You can't change this inside Looker Studio.
• When editing a schedule, you cannot add filters that are not already present in the report nor delete filters from the report.
• You can't edit or send tests for inactive schedules.
• If you don't have Looker Studio Pro, each report can have no more than one schedule. If you have Looker Studio Pro, each report can have up to 20 schedules.
• You can only create multiple schedules on reports where the report owner has Looker Studio Pro.
• If you downgrade from Looker Studio Pro to Looker Studio, the oldest created email schedule remains active for each report. Additional schedules for that report become Inactive.

Limits of scheduled Google Chat delivery

Scheduled Google Chat delivery has the following limits:

• You must be a Looker Studio Pro user to schedule delivery using Chat.
• You must be an owner or editor of the report that you want to schedule.
• You can schedule a report only to Google Chat spaces that you are a member of.
• You can schedule a report only to Google Chat users who are in your organization.
• You can schedule delivery using Google Chat to a maximum of 10 individual users and 10 Chat spaces. To send to more recipients, create additional schedules.
• You can't filter by recipient email address when delivering a report with Google Chat.

Why didn't my report get delivered?

If your reports aren't being delivered according to the schedule that you set up, one of the following issues might be occurring.

• If the downloaded report contains an error, the report won't be sent. Make sure the report can be manually downloaded successfully.
• If you have Looker Studio Pro, your administrator can restrict the recipients to whom you can send content. If at least one recipient of a schedule is restricted, the schedule will not send. Looker Studio will  display an error in the View Schedule dialog and send a warning email to the last user that edited the schedule. Remove any restricted recipients to resume schedule delivery.

Related resources

• Filter by email address
• Set scheduling permissions for Looker Studio users