Export to email

You can send workbooks, their pages, and individual elements to email recipients on a set schedule or as-needed basis. For example, you can email an executive team member a PDF file of the team's KPIs on a regular basis.

Each email that you send can include multiple attachments as long as the total attachment size is below the export limit.

You can set multiple schedules for a workbook, and you can select either a published workbook or a tagged version of a workbook to export.
Changes you make to drafts or explorations cannot be exported until you publish them. Exporting to email while editing or exploring a workbook sends the latest published or tagged version.

Requirements

• To export data, you must:

  • Be assigned an account type with the appropriate sharing and export permissions.
  • Have Can Edit or Can Explore access to the individual workbook.

• To send a version-tagged workbook, the version tag must exist and be applied to the workbook. Admins can create a version tag, and workbook creators can tag a version of a workbook. For more information, see Version tagging.

Export limit

The size limit for emailed exports is 30MB. This is the total limit for all attachments when combined.

If an export exceeds this limit, the entire export fails and the owner of the scheduled export is notified. Scheduled exports that repeatedly exceed this limit are automatically paused and their owner notified.

See Download, export, and upload limitations.

Export to email as needed

To send an ad hoc email export:

1. From the workbook menu (), select Export.

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   If the export to email option is not available, the workbook is in Edit mode. Either publish your draft or return to the latest published or tagged version of the workbook before attempting to export to email.

2. In the Recipient field, enter up to 1,000 comma-separated recipient email addresses.

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   If export authentication is configured for your organization, you can only send the export to email addresses associated with an authorized domain. When you attempt to send the export, Sigma notifies you if an email address contains a domain that is not allowed. An admin can change this setting. See Restrict export recipients.

3. (Optional) In the Subject field, enter a subject line.

4. (Optional) In the Email Body field, enter a message.

5. If the workbook has version tags or bookmarks, select which one you want to send. If you send a bookmark, you can only export a PDF or PNG file.

6. In the Attachment section, choose what you want to export as an attachment. You can export:

   • An Entire workbook and export all workbook pages.
   • A specific workbook page, by navigating to the workbook page and choosing Entire page.
   • An element on a specific workbook page, by navigating to the workbook page and choosing the name of the element.

   Select + Add to add more attachments.

7. For each attachment, select a supported file format. For a matrix of supported file formats, see Available export destinations and formats.

   If you export multiple elements as Excel attachments, you can choose to export them as one Excel file with each element in its own tab. In More Options, select the checkbox for Merge Excel files.

8. (Optional) By default, Sigma includes a link to the workbook in the email body. If you don't want to include a link, deselect the Include workbook link checkbox.

9. (Optional) By default, an export captures data accessible to the export creator. To limit the export to only what the recipient has permission to access, select the checkbox for Run queries as recipient.

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   You can only choose Run queries as recipient if all of the recipients are Sigma users. If you enable this option and not all recipients are Sigma users, the email fails to send. The sender of the export receives a failure notification email with the error message: "No users found in organization for the provided email recipients".

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   When an export is run as recipient, each query runs separately per recipient. Larger recipient lists result in more queries sent to the database and longer processing times.

10. Click Export.

Schedule an emailed export

Scheduled emails send the latest published version of the workbook, unless you select a tagged version.

To schedule an emailed report:

1. From the workbook menu (), select Schedule exports....

2. If this is the first schedule for the workbook, click Add Schedule, otherwise click + New schedule.

3. (Optional) You can define conditions for when Sigma sends the export. To turn on conditions, click the Condition toggle. For more information, see Schedule exports using conditions.

   

4. In the Recipient field, enter up to 1,000 comma-separated recipient email addresses.

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   If export authentication is configured for your organization, you can only send the export to email addresses associated with an authorized domain. When you attempt to create the schedule, Sigma notifies you if an email address contains a domain that's not allowed. An admin can change this setting. See Restrict export recipients.

5. (Optional) In the Subject field, enter a subject line.

6. (Optional) In the Email Body field, enter a message.

7. If the workbook has tagged versions or bookmarks, select which one you want to send. If you send a bookmark, you can only export a PDF file or image.

8. In the Attachment section, choose what you want to export as an attachment. You can export:

   • An Entire workbook and export all workbook pages.
   • A specific workbook page, by navigating to the workbook page and choosing Entire page.
   • An element on a specific workbook page, by navigating to the workbook page and choosing the name of the element.

   Select + Add to add more attachments.

9. For each attachment, select a supported file format. For a matrix of supported file formats, see Available export destinations and formats.

10. In the Frequency section, set the delivery schedule:

11. (Optional) By default, Sigma includes a link to the workbook in the email body. If you don't want to include a link, deselect the checkbox for Include workbook link.

12. (Optional) By default, an export captures data accessible to the export creator. To limit the export to only what the recipient has permission to access, select the checkbox for Run queries as recipient.

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    You can only choose Run queries as recipient if all of the recipients are Sigma users. If you enable this option and not all recipients are Sigma users, the email fails to send. The sender of the export receives a failure notification email with the error message: "No users found in organization for the provided email recipients".

    💡

    When an export is run as recipient, each query runs separately per recipient. Larger recipient lists result in more queries sent to the database and longer processing times.

13. (Optional) If you export multiple elements as Excel attachments, you can choose to export them as one Excel file with each element in its own tab. In More Options, select the checkbox for Merge Excel files.

14. (Optional) Select the checkbox for Customize control values to filter the exported data according to the value of one or more workbook controls. See Apply control values to scheduled reports.

15. Click Create.