[Looker Studio] How to Use the Automated Email Delivery Feature | Solutions for When Delivery Fails to Slack Notifications

This article provides a detailed explanation on how to use the automated schedule email delivery feature in Looker Studio. By utilizing this function, you can automate not only the creation of reports but also the sending of reports to stakeholders. Please consider setting this up using this article as a reference.

What is Looker Studio (formerly Data Portal)?

Looker Studio is a free reporting tool provided by Google that connects to various data sources and allows for the creation of clear, fully automated reports. For detailed instructions on how to use it, please see "【Complete Preservation Edition】How to Use Looker Studio (formerly Data Portal) | Easily Explained Features and Benefits".

While Looker Studio is a free and highly functional tool, it takes some time to master. However, using templates allows for quick, high-quality report creation. Instead of building a report from scratch, you can customize only the necessary parts of a pre-made template, significantly reducing the time needed.

There are various templates available online, ranging from free to paid. If you are looking for high-quality templates, please use the Looker Studio templates from 88studio's one-time purchase plan, utilized by over 2,000 companies. With a single purchase, you can create unlimited reports for multiple sites. The reports can be completed in just a few minutes by copying, and customization is entirely flexible. Additionally, we have the leading web analyst as an advisor. Whenever there are changes in specifications from media sources like GA4, we promptly update our templates, so you can always use them with confidence.

Popular Templates: GA4 Monthly Report Template popular for reports to clients and internal use

GA4 Monthly Report Template[4007]

Demo Report

Report detail

Popular Templates: GA4 Standard Report Template that simplifies daily number checks

GA4 Standard Report Template[4004]

Demo Report

Report detail

What is Looker Studio's Automatic Email Delivery Function?

By using the automatic email delivery function, you can regularly send reports via email. The recipient, target page, and delivery schedule (daily, weekly, monthly, etc.) can be freely set. 

How to Set Up Looker Studio's Automatic Email Delivery

Select "Schedule Delivery"

First, log in to Looker Studio and open the report you want to send by email. Click the "▼" button next to "Share" at the top right of the report, and select "Schedule Delivery."

Quote:GA4 Monthly Report Template[4007]

When you select "Schedule Delivery," a settings screen like the following will be displayed. We will explain each item from here, so let's get started with the settings.

Quote:GA4 Monthly Report Template[4007]

1. Recipient

You  can set the recipient of the email. It's possible to specify individual email addresses or Google Groups. Up to 50 email addresses can be set.

2. Pages

You can select the pages to include in the email. The first five pages of the report will be displayed as a preview in the email body. The attached PDF will include all the pages you selected.

3. Start time

You can set the delivery date and time.

4. Repeat

You can set the frequency of scheduled deliveries. Settings range from basic options like daily, weekly, monthly, to every weekday (Monday to Friday) or custom settings.

Once all the settings are complete, click the "Save" button at the bottom right.

Send a Test Email with "Send Now"

After saving, click the "Send Now" button to check the test email.

 Quote:GA4 Monthly Report Template[4007]

You can see the actual emails that are sent in this way. 

How to Set Filters

Reports delivered by email will have the default period settings and filter settings applied. For example, even if the default period setting of a report is "last month," it is possible to set the period for reports delivered by email to "from the beginning of this month to today" through filters, and share daily progress via email.

The setting process is simple: just like before, select "Schedule of delivery," then switch to the "Filters" tab to change the filter conditions, and click the "Save" button at the bottom right to complete the process.

Quote: GA4 Monthly Report Template[4007]

Important Notes on Filter Settings

• The filters that can be set are those that are already set in the report.
• Changing the default conditions of filters in the report will not affect the filter conditions for email delivery.
• If a filter is removed from the report, it will also be removed from the email delivery filter.

 

Changing the Delivery Schedule

If you want to change the schedule you have set, click on the "▼" button next to "Share" at the top right of the report, just as before, and select "Schedule Delivery."

This will display the current delivery schedule. Click on "Edit Schedule" at the bottom right.

 

Quote:GA4 Monthly Report Template[4007]

After editing the delivery schedule, click "Save" to complete the changes.

Quote: GA4 Monthly Report Template[4007]

Stopping Email Delivery

If you want to stop email delivery, again click on the "▼" button next to "Share" at the top right of the report and select "Schedule Delivery."

Click "Delete Schedule" in the top right corner to stop the email delivery.

Quote: GA4 Monthly Report Template[4007]

Troubleshooting Non-Delivery of Emails

If there is an error in the report, emails will not be sent. Please refer to "[Looker Studio] How to Download Reports in PDF Format" to ensure that the reports can be downloaded without any issues.

How to Notify Reports to Slack

Slack has a feature to obtain a unique email address for each channel. By adding this email address as a recipient, you can notify the Looker Studio report to a Slack channel.

The steps to obtain an email address for each Slack channel are as follows:

Step 1

Click the channel name at the top left of Slack, open the channel details screen, and click "Send an email to this channel" from "Integrations."

 

Step 2

Click "Get an Email Address," and an email address will be issued. Add this email address to the recipient list in Looker Studio.

 

 In this way, you can send reports to Slack.

 

Cautions and Frequently Asked Questions

It is possible to set only one schedule per report

Except for Looker Studio Pro users, only one schedule can be set per report. If you want to set multiple schedules, you can copy the report and set a new schedule for the new report.

Related Looker Studio Official Documentation

Looker Studio Official Help: Scheduling Automatic Delivery of Reports 

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