Scheduled Send of Stories

 

 

The “Watch” capability for Stories sends Story-powered reports and dashboards straight to your chosen recipients on a regular cadence with simple set-and-forget subscription creation. Valuable assets from your data domain can be delivered via email as often as they’re needed, without the effort of manually re-sharing each time.

With this feature you can:

  • Schedule email delivery of a Story page to one or more recipients

  • Choose the time and frequency of delivery

  • Receive Watch emails including a PDF snapshot and link to the Story

 

The following instructions are specific to the first iteration of this feature. Changes and enhancements are expected in future iterations.

How to Use This Feature

Creating a Watch Subscription

  1. Log in to your domain and navigate to the published Story you want to Watch.

  2. Click the kebab menu in the Asset Action Bar, and select “Watch” from the menu options. (Note that you must be a domain Administrator, or be a co-owner, collaborator, or viewer on the Story asset, in order to access this menu. For more info, see this article.)

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  3. In the “Watch this asset” modal, configure your chosen schedule.

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  4. If you are an Administrator, you’ll see the option to add more recipients to this subscription. Search by user name or email address to locate eligible roled users on your domain. (See “FAQs,” below, for more details on adding recipients.)
    If you are not an Administrator, you’re able to create a subscription for yourself only.

  5. Click “Save” to create your subscription.

Deleting a Watch Subscription
After you’ve created a subscription, simply return to the Story and reopen the Watch modal to delete. Recipients of a subscription may also unsubscribe themselves individually at any time (see “Unwatching” below).

  1. Log in to your domain and navigate to the published Story you created the subscription for.

  2. Click the kebab menu in the Asset Action Bar, and select “Watch” from the menu options.

  3. The modal will show your subscription information. Click the “Delete” button to delete the entire subscription for all recipients. No further emails will be sent.

Unwatching

All Watch emails include instructions and a link to unsubscribe. (These instructions will be adjusted in future iterations as we update the subscription management interface.)

  1. Log in to your domain and navigate to the published Story you are subscribed to.

  2. Click the kebab menu in the Asset Action Bar, and select “Watch” from the menu options.
    Note that you must be a domain Administrator, or be a co-owner or collaborator on the Story asset, in order to access this menu. For more info, see this article.

  3. The modal will show your subscription information. Click the “Unwatch” button to stop your subscription. This action will not affect any other recipients who may be on the same subscription.

Managing Watches

A user can see a full list of the watches to which they are subscribed and to which they have subscribed others by navigating to Notifications and Alerts by clicking the bell icon(:bell:) in the top right corner, selecting settings and navigating to the watch pane. From here you can navigate to each of the assets to which you have enabled a Watch or have subscribed others to a Watch.

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Embedded Scheduled Send

This body of work allows a user to schedule a send from within Launchpad. The core functionality works great - such as clicking the mail icon and receiving a PDF with a timestamp on a cadence

However, management is a bit tricky. There is no centralized way to manage watches from within Hub and once a user gets to the DI domain it is a bit of a pain too. So let’s make a fun little video or something!

 

Access Embedded Scheduled Send from Within an Iframe

The way this feature works is by allowing a user to schedule a watch from within an embedded iFrame. Previously, the only way to schedule a send was through the Asset Action Bar. However, this feature is not available unless the user is within the platform.

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Scheduling a watch from within Hub
If a user is within Hub, they can set up a watch for themselves or another user by clicking on the watch icon which renders in the Hub Card

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FAQs

What Stories can be shared using “Watch”?

  • All published Stories support this feature.

Who can create a “Watch”?

  • In this first iteration, creating a subscription requires that the user have a domain role AND that they have permission to manage the Story. By default, a user with the Administrator role can create a subscription on any Story on their domain; non-Administrators must be an owner, co-owner, or collaborator on a Story in order to create a subscription on it.

  • Only Administrators can add recipients to a subscription. Non-Administrators may create subscriptions for themselves as the sole recipient.

Who can be a recipient on a “Watch”?

  • With any sharing functionality, information security is of the utmost importance. Any roled domain user can be a recipient for a public Story asset. Recipient selection on non-public Story assets is limited to roled domain users with explicit access granted to them on the Story (as its owner, or as a viewer or collaborator). If a recipient you are looking for is not returned in your search, check first whether they have a user role on your domain, and, if the Story is not public, confirm that they are also a viewer or collaborator on the Story asset.

  • In the first iteration of this feature, we are preventing users from belonging to more than one subscription on the same Story. If a recipient you are looking to add is not returned in your search, and you have confirmed their eligibility using the steps above, the reason may be that they are already an owner or recipient of an existing subscription on this Story.

What does a recipient see in the email they receive?

  • Each subscription generates an email with an attached PDF snapshot of the Story, a link to the original Story (requiring authentication), and instructions to unsubscribe. The attached PDF is the same as what the user would see after using the “Print to PDF” function directly from the Story page.

  • Every PDF snapshot is generated in accordance with the individual recipient’s access level to the Story and its contents. So, in the case of a recipient who lacks permission to see certain embedded content in a Story (e.g. a public story contains private embeds), the PDF that user receives in their subscription email will not render the restricted content.

What kind of emails do I/users receive when signing up for a Watch?
  • Example of Initial Email: “Greetings, You are now watching Test Story - Public. Starting 12/16/22 you will receive email updates like this one every 1 day at 06:30 pm America/Los_Angeles.”
  • Example of Recurring Emails: “Greetings, The latest version of Test Story - Public is attached here as a PDF. You will receive an email every 2 days at 09:30 am America/New_York.”
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