Add a File Share Action

1.   In the left panel, right-click the name of the view for the action and select Actions then Insert.

OR

1.   If the view is open, right-click anywhere and select Actions then Insert.

2.   Use the General section in the View Distribution window to set up the following properties:

• Name, Description, and Type – Administrators can make the action global by selecting Global from the Type drop-down list or personal by selecting Personal. Type defaults to Personal for advanced users.

• Distribution Method – Choose File Share. File Type will be set to XLSX.

• Process for User – Click the Browse button  and select which user to use when processing the action (that user’s role will determine view results in the file share output from the action). Use the User Selection window to select the user.

• Email Notification -- Choose Yes if you want the user to receive an email notice each time the File Share action is processed. If you choose No, the Email section will be disabled and no email notification will be sent.

• Action Parameters – Optionally click this button  to open the Action Parameters window and choose parameter values for the action. The button is only enabled when there are parameter groups and parameters defined for the view.

3.   If you select Yes for Email Notification, use the Email section to set up the following properties for the action email:

• Subject and Body Text – Specify the email subject and body text (body text is optional).

• Include Link to View – Choose Yes if you want a link to the view included in the body of the email.

• Include Link to Shared File – Choose Yes if you want a link to the shared file included in the body of the email.

• Send Email when no Data Exists – Choose Yes if you want an email generated to users even in cases where there is no data to send to a designated user. For example, if there are no rows and columns returned for a view that tracks excessive returns because no rows satisfy filter criteria of YTD Return Amount greater than $40,000. If you choose No, then no email is sent when no rows or columns exist in the view results for a user.

• Subject Prefix when no Data Exists – If you selected Yes for the previous property and no rows or columns exist in the view results for a user, the prefix defined here will be used in the email subject line before the rest of the Subject field text. Customizing the prefix is optional.

4.  Click Save.