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Here at Alteryx we believe in working smart, not hard. Building out reports to highlight business-critical metrics is a pretty smart way to track goals. Customizing those reports to everyone in the department, then distributing them as attachments to individual emails? That sounds like a lot of hard work. Scheduling those reports from a refreshing data source each month so you don’t have to remake or rerun the reports yourself - that’s genius. Logging into your work computer to open up Alteryx, then having to check the scheduled results before having any peace of mind those reports were delivered without a hitch? Hard.
With all the bells and whistles to play around with in the Reporting Tool Category , it’s hard not to leave some out of your reporting workflows every now and again. Just don’t forget about the Report Text Tool – the tool that’ll help you painlessly add text to your reporting objects, presentations, or documents to help spruce up their readability or formatting.
Believe it or not, data can be beautiful. Take your black and white data points and add some color to them in visuals with the suite of tools found in the Reporting Category https://help.alteryx.com/current/index.htm#Getting_Started/AllTools.htm#Report_Presentation_Tools ! If you’re looking to create reports, presentations, images, or simply output data with a bang, you can use the Render Tool https://help.alteryx.com/current/PortfolioComposerRender.htm paired with other Reporting Tools to create HTML files (*.html), Composer files (*.pcxml), PDF documents (*.pdf), RTF documents (*.rtf), Word documents (*.docx), Excel documents (*.xlsx), MHTML files (*.mht), Power Point presentations (*.pptx), PNG images (*.html), and even Zip files (*.zip) – packed with formatting and visual aesthetic that’ll make any data-geek’s mouth water.
Question If I have a workflow that creates a set of data by region, how can I group the data by region and then send each region's data separately to each of the region's Vice President, all within one workflow?
Answer There are several ways to do this, depending on what form you want the reports to take. The attached workflow, created in 10.6, gives you three examples as described below. Please note that you will need to populate the second Text Input Tool and the "From" in the Email Tool with valid email addresses in order to test.
1. Include Data as a Table within the Body of Email
If you are dealing with a small set of records and columns, this might be your best bet. This approach will insert a table into the body of the email, giving the recipient immediate access to the data without having to open an attachment.
The email will look similar to this:
2. Create Flat Files and Attach to Emails
This option is best if you simply need to send specific datasets to specific recipients and the report doesn't require any formatting. Here, you are simply creating files names based on Region, writing out the data by Region (using the "Take File/Table Name From Field" option in the Output Data Tool), and then summarizing the recipient and file name data so that only one email is sent per group.
The Excel files will look like this:
3. Create a Formatted Excel Table and Attach to Email
This one is similar to the previous workflow, except we are creating a formatted table using the Table Tool, and then writing out the table to Excel using the Render Tool, in order to keep the formatting. In the Render Tool, we are using the "Group Data Into Separate Reports" feature.
In this example, the Excel files will look like this:
I hope you will find this useful for your use case. Thank you for reading!
Question Is it possible to have Alteryx notify me when a workflow kicks off/completes?
Answer You bet!
You can set up a workflow event to send an email either before or after a workflow runs. If choosing after, there are multiple options to choose from depending on what you want.
To set up the Event:
Click anywhere on the blank workflow canvas to open the Workflow Configuration menu. From there, click over to the Events tab and make sure the "Enable Events" box is checked:
Click the Add button and select Send Email:
When the next dialog box comes up, select when you want the Event to run:
Before Run: sends email before beginning the run of the workflow. Can be helpful when the Scheduler queue is backed up and you want to know when the workflow starts
After Run: when the workflow completes regardless of success/failure
After Run With Errors: Only sends the email if the workflow fails due to an error
After Run Without error: Only sends email if the workflow completes without any errors.
Disabled: No emails will send until enabled
Finally, fill out the rest of the information. The most common issue with the remaining set up is the SMTP settings. It is often necessary to check with IT to ensure you have the correct information entered:
The subject and body sections are auto filled with commonly desired information including workflow name (Subject) and the output log (Body), You can add/edit the items included to suit your needs for each event.
The Email tool is designed to send an email for each record that you input -- if you attach an Email tool directly to your output data stream, it will generate and send one email per record – e.g.: if you have one thousand records in a report you'd like to send, the Email tool will send one thousand emails.
The reason for this is that you may have a list of email addresses as recipients, or you might want to use a separate subject line for each department in your organization; that is what the input side is for – to allow you to dynamically populate fields such as the "To" and "From" fields, or even the body of the email itself.
If you're not populating your Email tool from your data stream, to keep the Email tool from sending a thousand emails, first separate a single record from your data stream, attach the email tool to that single record, and then hard code your configuration – including attachment -- into the Email tool. There are a lot of ways to accomplish this - a Sample tool, or a Select Records tool, or a Unique tool will all get the job done.
The Email tool will execute at the end of the module, regardless of what is attached to it. Based on this, once you've written out your results using an Output tool, another option is to simply attach an Email tool to a Text Input anywhere in your workflow and hard code your configuration into the Email tool with the attachment specified – just don't put more than one record in your text input!
The Email Tool is a tremendously useful shortcut when it comes time to disseminate your analyses and other results straight from your workflow. However, in order to do so, it must communicate using Simple Mail Transfer Protocol (SMTP), which is often restricted by IT infrastructure and firewalls to protect organizations from spam. As a result, many users excited to try the tool get the direct, yet demoralizing, error below (among others):
That’s why we’ve detailed in this article the steps you can take to investigate what, exactly, is giving you trouble:
Autodetected SMTP server Using autodetect SMTP Alteryx communicates with destination mail servers directly, acting as its own mail server. If autodetect isn’t working, this usually implies firewall restrictions, as it is quite common for IT to block SMTP from any machine other than the company's SMTP server. You can check that autodetect’s default port (25) is open using the Telnet instructions in the section below.
Manually-entered SMTP server
First make sure a colon and port number are appended to the server name:
Does this SMTP server use SSL/TLS or require username/password authentication?
Unless the SMTP server uses windows authentication you won’t be able to use the Email Tool, as SSL and TLS are not yet supported through the tool. You can, however, look into other approaches to sending emails in the Designer that can accommodate those requirements.
If not, do you have the required ports open in your network firewall? You can check with your IT team for port numbers and statuses, but the default ports you can check yourself are usually 25, 445, 465, 587, and 993:
You can check to see if a server and port are open using the Telnet utility; if you have Telnet installed, open the command prompt and simply type telnet.
If you do not see the second prompt above then you’ll have to install a Telnet/SSH third party client like PuTTY.
From either the Telnet prompt or client, you can open a connection to the server and port to test:
In Telnet, connect to the server and port using the command below.
In PuTTY, opening the port will look like the following.
Either approach will then send you to the following prompt.
Then use these commands ( <CRLF> is the enter key ) to send a test email that, if received, will indicate that your port is open.
HELO <CRLF> mail from:<mail from address> <CRLF> rcpt to:<mail to address> <CRLF> data< CRLF> subject:<email subject here><CRLF> <CRLF> <type the body of the message here> <CRLF> . <CRLF>
To send the email, you must end the body by hitting the enter key (<CRLF>), then period, then enter again (please note that after specifying your subject you must also press the enter key twice – not doing may neglect the message body argument). The test should look something like the below:
If the email sends and the mail to address confirms receipt, then your port is open. Otherwise, you should receive an error that should help your IT team diagnose why the traffic is being blocked.
Use the steps above to determine likely causes for the error and you’ll be able to take steps to get the Email Tool unrestricted in your network. Once that happens, bid adieu to whatever repetitious emails you might have to send in the future!
There have been a couple instances lately where users have wanted to use the Email tool to send email notifications as part of their workflow but run into issues because their email service is web based like Gmail or Hotmail.
Unfortunately the current Alteryx Email tools don’t support email from an online provider.
However, there is still a way to send email from Alteryx with a web based email. It’ll require the use of the Event tab or the Run Command tool and the installation of a third party tool. In this example a tool called SendEmail is used (Alteryx does not recommend or endorse this tool, it happened to be free and worked).
From the Events tab or the Run Command tool enter in the command that executes the tool then in the arguments section add in the tags that are required for the particular email tool.
Run Command tool:
There is another option in this post in the Ideas section by