Automate Insight Delivery with Amazon QuickSight Email Reports

Overview

In today’s data-driven world, timely delivery of insights can make or break business decisions. Amazon QuickSight, Amazon’s cloud-native Business Intelligence (BI) tool, continues to evolve, and its automated email reporting feature is a game changer for teams seeking scalable, secure, and seamless distribution of dashboards. In this blog, we’ll dive deep into this new feature, how it works, and where it stands compared to Power BI’s similar capabilities. Whether you’re a data analyst, engineer, or decision-maker, this overview will help you evaluate how Amazon QuickSight stacks against competitors like Power BI.

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Introduction

The Send Report by Email feature in Amazon QuickSight allows users to schedule and send dashboard views as PDF reports directly to chosen recipients. It supports recurring delivery based on predefined daily, weekly, or monthly intervals, ensuring stakeholders stay updated without needing to access the dashboard manually. The feature is especially useful for business leaders, operational teams, and clients who prefer receiving insights in their inboxes. Reports can be customized with filtered data, subject lines, and email bodies. In addition, Amazon QuickSight maintains a log of delivery status, offering transparency and control. This functionality significantly reduces the manual effort typically required in traditional reporting cycles.

Email Reports Feature in Amazon QuickSight

Amazon QuickSight now allows users to schedule and email dashboard reports in PDF format directly from dashboards. This feature bridges a long-requested gap by letting stakeholders access data insights without logging into the Amazon QuickSight dashboard every time.

Key Highlights:

Scheduled Delivery: Automate PDF email reports daily, weekly, or monthly.
Distribution Control: Send reports to internal or external users (with proper permissions).
Filters Supported: The current filter context is preserved in the emailed report.
Custom Messages: Add personalized subject lines and descriptions.

In the Enterprise Edition of Amazon QuickSight, dashboards can be distributed as email reports once or on a recurring schedule. The platform offers several flexible scheduling options to suit a variety of business needs:

Daily – Sends the report every day at a specified time.
Weekly – Sends the report on selected days of the week, with the option to set intervals (e.g., every week, every two weeks, or every three weeks).
Monthly – Sends the report on a specific date each month or a particular weekday (e.g., the second Wednesday or last Friday of the month).
Yearly – Delivers the report annually on a specific date or day across selected months (e.g., the first Monday of January, March, September, or July 14th each year).
Custom – Allows the creation of personalized schedules tailored to unique business requirements.

Who Can Receive Email Reports?

To successfully receive scheduled email reports, recipients must meet all of the following conditions:

Part of Your Amazon QuickSight Subscription
The users or groups must belong to the same Amazon QuickSight account (i.e., subscription).
Dashboard Shared with Them
The dashboard must already be shared with the intended recipients.
Activated QuickSight Accounts
Users must have completed the sign-up process and be active in one of the roles, including Reader, Author, and Admin.

Amazon QuickSight cannot send scheduled emails to more than 5,000 recipients.

Steps to Schedule the Amazon Quicksight Snapshot for Sending the Reports

Access the Dashboard and Initiate Scheduling

Open an existing dashboard in Amazon QuickSight.
Click on the Scheduling icon.
Select the Schedules option, then click the + ADD button to create a new schedule.

Activate the Schedule

After creating the schedule, ensure that it is set to Active.
Inactive schedules will not trigger email reports.

Customize Report Details

Configure the content, schedule timing, and email body as needed. Click Save to confirm the settings.
The report will be sent automatically following the defined schedule.

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Conclusion

The email reporting feature in Amazon QuickSight is a significant enhancement for organizations seeking efficient, automated, and scalable report distribution. By enabling scheduled delivery of dashboards in PDF format, Amazon QuickSight removes the dependency on manual sharing or frequent logins, ensuring stakeholders always have access to the latest insights.

With flexible scheduling options, from daily to yearly, including custom intervals, it caters to a wide range of reporting needs. The feature also supports personalization and delivers to internal and external recipients within access limits.

Drop a query if you have any questions regarding Amazon QuickSight and we will get back to you quickly.

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About CloudThat

CloudThat is a leading provider of Cloud Training and Consulting services with a global presence in India, the USA, Asia, Europe, and Africa. Specializing in AWS, Microsoft Azure, GCP, VMware, Databricks, and more, the company serves mid-market and enterprise clients, offering comprehensive expertise in Cloud Migration, Data Platforms, DevOps, IoT, AI/ML, and more.

FAQs

1. Can I send reports to users who don’t have an Amazon QuickSight account?

ANS: – Yes, you can send reports to external recipients, provided they have the right permissions by following the above conditions.

2. What format are the reports sent in?

ANS: – Reports are sent as PDF attachments.

WRITTEN BY Sridhar Andavarapu

Sridhar Andavarapu is a Senior Research Associate at CloudThat, specializing in AWS, Python, SQL, data analytics, and Generative AI. With extensive experience in building scalable data pipelines, interactive dashboards, and AI-driven analytics solutions, he helps businesses transform complex datasets into actionable insights. Passionate about emerging technologies, Sridhar actively researches and shares insights on AI, cloud analytics, and business intelligence. Through his work, he aims to bridge the gap between data and strategy, helping enterprises unlock the full potential of their analytics infrastructure.