Skip to content

Weekly team report by email

Someone opens Reports every Monday, reads off last week's numbers and types them into an email. This workflow sends that email by itself, with the chart in it.

The Weekly team report workflow on the canvas: Every Monday, then Calls last week, then Send the report

Before you start

  • A card on your Reports page for the number you want to send. This example uses Calls by team member, shown as a bar chart, on the Call center dashboard.
  • A user on a verified email domain to send from.

The workflow

Step Task Type What it does
1 Every Monday Timer Trigger Starts the workflow once a week
2 Calls last week Report Card Reads the card for last week and the week before
3 Send the report Email Emails the numbers and the chart to the team

About the variables

Values such as {{task_36502_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Every Monday

Task: Timer Trigger. Starts the workflow once a week.

Field Set it to
Frequency 1
Unit Weeks
Time of Day 08:00
Day(s) of week Monday

2. Calls last week

Task: Report Card. Reads the card for last week and the week before.

The Report Card task opened to its settings: Card set to Calls by team member on the Call center dashboard, Period set to Last week, Compare with set to The period before, and Which number left empty

Field Set it to
Card Calls by team member
Period Last week
Compare with The period before
Which number (optional) Leave empty, for the card's total

The step gives the total as {{task_36502_value}}, the list of people as {{task_36502_rows_html}} and the chart as {{task_36502_chart_url}}.

3. Send the report

Task: Email. Emails the numbers and the chart to the team.

Field Set it to
Outgoing Email User Wendy Darling
To team@neverland-home.example
Subject Weekly call report

Body

Calls last week: {{task_36502_value_text}} ({{task_36502_trend}} {{task_36502_change_percent}}%)

Top caller: {{task_36502_top_label}} with {{task_36502_top_value}}

{{task_36502_rows_html}}

the chart picture, added as an image with the address {{task_36502_chart_url}}

To add the chart, insert an image in the body and use {{task_36502_chart_url}} as its address.

The team receives:

An email titled Weekly call report: calls last week 184, up 15%, top caller Peter Pan with 61, a list of four team members with their calls, and a bar chart with a grey Total bar and one bar per team member, each in their own colour

Test it

  1. Put your own address in To.
  2. Open the Report Card step and click Run Task. Check value against the card in Reports, with the dashboard's date range set to last week.
  3. Run the Email step and check the email, including the chart.
  4. Put the team's address back and enable the workflow.

Make it yours

  • More than one number. Add a Report Card step for each card (notes completed, payments received) and use them all in the one email.
  • Only when something is wrong. Put an If Statement after the Report Card step, such as {{task_36502_trend}} exactly matches down, and send the email only then.
  • A number each. Add a Loop over {{task_36502.JSON.rows}} to send each person their own figure. Each row has the person's name as label and their number as value.
  • Attach the spreadsheet. {{task_36502_csv_url}} is a link to the list as a spreadsheet file.
  • Monthly instead. Set the trigger's Unit to Months and the Period to Last month.

What can go wrong

Symptom Cause
The step stops with The report card this step reads was deleted The card was removed from Reports. Pick another card in the step.
The number is the count of people, not the count of calls The card is shown as a table. Show it as a bar or pie chart in Reports.
There is no chart in the email A card shown as a table or as numbers has no picture.
The number is not what Reports shows The dashboard is on a different date range. Set it to the step's Period and compare again.
The percentage is empty The week before had none, so there is nothing to take a percentage of.