Scheduled Snapshots

Scheduled snapshots let you automatically generate PDF copies of your dashboards on a recurring basis and deliver them to selected recipients by email. Each snapshot captures the dashboard exactly as it appears at the scheduled time, using the data permissions of the recipient.

Snapshots are useful when stakeholders need regular visibility into security posture without logging into the platform — for example, a weekly risk summary delivered every Friday evening, or a monthly compliance report sent to leadership on the last day of each month.

How it works

When a schedule fires, the platform:

1. Fetches all dashboard data using the appropriate user's permissions
2. Renders the dashboard as a PDF
3. Stores the completed PDF securely
4. Sends each recipient an email with a download link

Snapshots run in the background. Interactive (on-demand) PDF exports always take priority over scheduled renders, so scheduled jobs never slow down users who are actively working in the platform.

Prerequisites

• You must have the Data exporter, Configurator, or System Administrator role to create and manage snapshot schedules.
• Any user can view and download their own snapshots from the My Snapshots page.
• Contact your system administrator if snapshots are not available in your environment.

Accessing snapshot features

There are three entry points for working with scheduled snapshots:

Dashboard header button

Every dashboard includes a schedule button (calendar-clock icon) in the toolbar. Clicking it opens the schedule dialog pre-filled with the current dashboard.

Use this when you want to quickly set up a schedule for the dashboard you are viewing.

Schedules management page

Navigate to Dashboards > Snapshot Schedules to see all snapshot schedules across all dashboards, organized by dashboard in collapsible sections.

Use this when you need to manage multiple schedules or review execution history.

My Snapshots (personal inbox)

Open the Account menu at the bottom of the left sidebar and select My Snapshots. This page shows every PDF snapshot where you are a recipient, sorted by most recent.

Use this to find and download snapshots that were delivered to you.

tip

My Snapshots appears alongside the existing Exports menu entry. Exports contains your CSV data exports; My Snapshots contains your scheduled PDF snapshots.

Creating a schedule

1. Open the schedule dialog using any of the three entry points described above.

2. Enter a Title for the schedule (e.g., "Weekly Risk Summary" or "Monthly Compliance Report"). This title appears in email notifications and on the My Snapshots page.

3. Select a Dashboard if not already pre-filled.

4. Choose a Frequency preset:

   Preset	Description	Default Timing
   EOB (End of Business)	Runs daily	Midnight in your selected timezone
   EOW (End of Week)	Runs weekly	Friday at midnight
   EOM (End of Month)	Runs monthly	Last day of the month at midnight
   EOY (End of Year)	Runs yearly	December 31 at midnight

5. Refine the timing:

   • Time: Select the time of day for the snapshot to run.
   • Timezone: Select the timezone for the schedule (e.g., America/Chicago).
   • Day of week (EOW only): Choose which day the weekly snapshot runs.
   • Day of month (EOM only): Choose a specific day (1–31) or "Last day."

6. Add Recipients (maximum 50 per schedule). Search for platform users by name. Each user receives a PDF rendered with their own data permissions, so two users on the same schedule may see different data depending on their access levels.

7. Optionally toggle the Active switch. Inactive schedules are saved but do not run until reactivated.

8. Click Save Schedule.

The schedule takes effect immediately. The next run time is displayed on the Schedules management page.

Frequency presets

Scheduled snapshots use business-period presets. The minimum frequency is daily (EOB). Sub-daily schedules (hourly, every 15 minutes, etc.) are not supported.

The UI displays a human-readable label for each schedule (e.g., "Weekly on Friday at 5:00 PM CDT").

Examples

Goal	Preset	Settings
Daily report at 6 PM Eastern	EOB	Time: 6:00 PM, Timezone: America/New_York
Weekly Friday at end of business	EOW	Day: Friday, Time: 5:00 PM, Timezone: America/Chicago
Last day of every month	EOM	Day: Last, Time: 11:59 PM, Timezone: UTC
Annual compliance summary	EOY	Time: 8:00 AM, Timezone: America/Los_Angeles

Recipients and data permissions

How data appears in a snapshot depends on the recipient type:

Recipient Type	PDF Data Visibility	Who Receives the Email
Platform user	Rendered using that user's own permissions	The user

Recipient limits

Each schedule supports a maximum of 50 recipients. This limit is configurable by your system administrator.

Managing schedules

Viewing all schedules

On the Dashboards > Snapshot Schedules page, schedules are grouped by dashboard in collapsible accordion panels. Each schedule row shows:

• Title — the schedule name
• Frequency — a badge showing the preset and human-readable timing (e.g., "EOW Fri 5 PM")
• Status — the result of the last run (Done, Failed, or Pending)
• Active toggle — pause or resume the schedule without deleting it

Viewing run history

Expand any schedule row to see the last several executions, including:

Column	Description
Date	When the snapshot ran
Status	Done, Failed, or Running
Recipients	Who received the PDF
Download	Link to download the PDF (if available)

Editing a schedule

Click a schedule row to open the edit dialog. You can change the title, frequency, recipients, or active status. Changes take effect on the next scheduled run.

Deleting a schedule

Delete a schedule from the management page. This permanently removes:

• The schedule definition
• All associated run history
• The underlying scheduled job

Downloaded PDFs are not affected, but the download links for past reports will stop working.

Pausing and resuming

Use the Active toggle on any schedule to pause it temporarily. Paused schedules retain all settings and history but do not execute until reactivated. This is useful during maintenance windows or when a dashboard is under active development.

Downloading snapshots

From My Snapshots

Open the user menu and select My Snapshots. Click the download icon next to any completed snapshot to save the PDF.

From run history

On the Schedules management page, expand a schedule and click the download link for any completed run.

From email

Each snapshot email includes a Download link that opens the PDF directly. You must be logged into the platform to use this link.

File naming

Downloaded PDFs are named using the schedule title and execution date:

Weekly-Risk-Summary-2026-03-07.pdf

Report retention and expiration

Completed PDF snapshots are retained for 90 days by default. After the retention period:

• The PDF file is automatically deleted
• The run history entry is marked as Expired
• The download link stops working
• The entry remains visible on the My Snapshots page with an "Expired" label

The retention period is configurable by your system administrator (minimum 1 day, maximum 180 days). An automatic cleanup job runs daily at 2:00 AM UTC to expire and remove old reports.

tip

If you need to keep a snapshot permanently, download the PDF before it expires.

Email notifications

When a scheduled snapshot completes, each recipient receives an email containing:

• The schedule title (e.g., "Weekly Risk Summary")
• The dashboard name
• A download link to retrieve the PDF
• The execution date and time

If a snapshot fails, recipients receive a failure notification with the error details.

Emails are sent from the platform's configured mail service. If you are not receiving snapshot emails, verify your email address in your user profile and check your spam folder.

Error handling

Common failure scenarios

Scenario	What Happens
Dashboard was deleted	All schedules for that dashboard are automatically removed
PDF rendering times out	Run is marked as Failed; failure email sent to recipients
Platform service issue	Run is marked as Failed; the schedule retries on the next scheduled execution
Recipient user was deactivated	That user is skipped; other recipients still receive the snapshot

Monitoring

Failed runs are visible on:

• The Schedules management page (status indicator and expanded history)
• The My Snapshots page (if you were a recipient)
• Email failure notifications

If snapshots are consistently failing, contact your system administrator.

Dashboard lifecycle

Snapshot schedules are tied to the dashboard they reference. If a dashboard is deleted, all associated schedules and their run history are automatically removed. There is no separate confirmation — this happens as part of the dashboard deletion.

If you need to preserve snapshot history before deleting a dashboard, download the PDFs first.