Subscription

1. Subscription Overview

Subscription refers to users being able to specify subscriptions to cards, pages, datasets, and other content in the Guandata BI system. The subscribed content will be notified to recipients through channels such as email, WeChat Work, DingTalk, Cloud Home, Weaver, Feishu, etc., allowing users to know the latest data changes of cards or datasets without logging in.

2. Subscription Usage Introduction

Through subscription, you can know the latest data changes of cards or datasets without logging in. Currently, Guandata supports 5 types of subscriptions:

• Card subscription, where one subscription corresponds to a single card.

• Page subscription, where one subscription corresponds to one page.

• Merge subscription, where one subscription corresponds to multiple cards.

• Template message subscription, where one subscription corresponds to one template.

• Dataset subscription, where one subscription corresponds to one dataset.

3. Card Subscription

3.1 Create Subscription

Entry 1: Click the "..." button in the upper right corner of the card, select "Create Subscription", and enter the card subscription configuration interface for specific configuration.

Entry 2: Open the nine-square grid in the upper right corner and select "Subscription Plan".

On the subscription plan page, click the "Add Card Subscription" button on the right to enter the subscription configuration interface.

3.2 Configure Subscription

Basic Information

Subscription Name (Required): Create a name for this subscription to facilitate quickly finding the subscription in subscription management.

Subscription Object (Required): Enter the name of the card you want to subscribe to, and select the card from the search results.

Trigger Mechanism

Enable Subscription (Required): Choose to "Enable" or "Disable" the subscription. Enable status does not restrict manual triggering or URL triggering.

Validity Period (Required): You can choose "Long-term Valid" or "Valid within Time Range". If you choose "Valid within Time Range":

• You can set the date from start to end. If not set, it defaults to long-term valid;

• When the subscription cycle ends, clicking "Manual Send" or calling the API can still send the subscription;

• Cycle and Enable/Disable: In enabled state, after the cycle ends, subscription sending stops; in disabled state, if the cycle has not ended, subscription sending still does not occur.

Trigger Method: You can choose from three trigger methods: "After Data Update", "Scheduled Execution", and "Manual Trigger".

• After Data Update: When the card source data is updated, the card data is updated and the subscription is triggered.

• Scheduled Execution: You can set a fixed time to send daily/weekly/monthly.

• Manual Trigger: Manually send in the subscription plan interface.

• URL Trigger: After checking, you can directly trigger the current subscription sending through URL in external systems.

Subscription Sending

1. Notification Channel (Required): Supports multiple notification channels such as email, WeChat Work, DingTalk, Cloud Home, Weaver, Feishu. Among them, WeChat Work, DingTalk, Cloud Home, and Feishu support sending subscriptions through "Message Notification" and "Group Robot" methods. (For more group robot content, see Using Group Robots to Push Information Notifications)

Does Guandata support non-Guandata account emails receiving emails in subscription plans?

2. Sender (Required): You can choose from multiple configured sender email addresses.

Configure multiple email services. Function Entry: Management Center > Enterprise Settings > Email Service

Optional sender on subscription alert configuration page.

3. Recipients (Required):

• External email: When the management backend configures "Allow sending to external users", it supports sending to external emails, which need to be manually entered. Please first enter "Management Center > System Management > Advanced Settings", and in the "Subscription Alert Parameter Settings" area of the General page, turn on the "Whether to allow sending to external users" switch and configure the allowed email suffixes.

• Guandata BI users or user groups: Supports sending to internal users or user groups of Guandata BI. When "Notification Channel" selects email, in addition to supporting setting recipient users, it also supports setting BCC users and CC users. BCC users cannot see each other's recipient information.

Additionally, users can also batch add users and adjust their order.

• Batch add users: After selecting email as the notification channel, click the batch add icon, batch input email, user account and other information in the popup box, set the separator and click the [OK] button.

  

• Adjust the order of added users: Move the mouse to the corresponding user, when a six-hole icon appears in front of the avatar, click the six-hole icon and drag it to the appropriate position to adjust the order of recipients and CC recipients.

  

4. Distribution Method (Required): Supports two methods: full distribution and conditional distribution.

(1) Full distribution: Distribute card data in full to the specified population.

• If the channel selects email, you need to set recipient users, CC users, and BCC users, supporting setting users or user groups;

• If the channel selects third-party message notification, which sends messages to individual users through the application, you need to set recipient users, supporting setting users or user groups;

• If the channel selects third-party group robot, which sends messages to group chats, you need to fill in the group chat robot's Webhook.

  (2) Conditional distribution: Allows defining subscription content and data visibility scope for different users as needed. Distribute card data to different populations or group chat robots (Webhook) by filtering "dataset fields" as needed, achieving personalized subscription cards to improve data privacy or reduce data noise.

• For example, for a national sales data, only send South China regional data to the South China sales manager. This setting will simultaneously affect the subscription's url, images, and attachments.

  • Note: Conditional distribution only applies to visualization charts in cards (not suitable for complex cards such as DuPont analysis charts), and each subscription supports setting up to 10 rules, with up to 5 filters per rule, and up to 10 values per filter.

Subscription Content

Notification Title (Optional): Create a notification title for this subscription; if not filled in, the default title is "Subscription Report - Card Name + Send Date".

Notification Content (Optional): Fill in the notification content; if not filled in, the default content is "Your subscription report has been generated, please check. For card details, please click 'Card Details Page Link'. Please do not reply directly to this email".

Note: When "Subscription Sending > Notification Channel" selects DingTalk/Feishu/WeChat Work, the title and content can be left unfilled by unchecking "Notification Title" and "Notification Content".

• Add Dynamic Parameters: Including quick time macros and card fields.

Dynamic Parameters	Description
Quick Time Macro (Optional)	In notification titles and content, you can directly click to add time macros.
Card Fields (Optional)	In notification content, you can add card fields as dynamic parameters.

Detailed description of card dynamic parameters is as follows:

1. Click on the email content (notification content), and the add parameter can be highlighted, as shown in the figure below:

   Tips: When the notification channel is WeChat Work, DingTalk, or Feishu group robots, you can input @ to @ a user in BI, and the corresponding group member of that user will receive @ when receiving the subscription.

   

2. You can reference card fields in the content, and the sending effect will use line breaks to separate statements:

• If there is only one multi-value dynamic parameter in each statement, it will be displayed with commas in parallel (as configured in the first line of text).

• If it contains multiple multi-value card fields, it will be displayed repeatedly (as configured in the second line of text).

• When there are more than 20 rows of data, it will take the first 20 rows and omit the subsequent processing.

Note: It is recommended to send to yourself first to confirm the effect when using this function.

Configuration as follows:

Effect:

• Images and Attachments (Optional): If you check images or Excel, you will receive the corresponding card's images and data tables in the notification. After selecting to export images, you can continue to select image size configuration; select custom mode, then you can configure the aspect ratio.

Note: If the administrator has set the resolution for exported images, the actual exported image resolution may be magnified, but the aspect ratio will not change.

Is the content of the excel attachment of subscribed cards not limited by card filters?

Incomplete data in subscribed table card attachments

Notification Channel	Images and Attachments
Email	Supports images and table data. The data displayed in attachments is visible to the subscription creator. Data attachments are limited to 50M, and sending will fail if exceeding 50M. When the subscription object is a complex report, it supports adding complex report html and Excel html, which are greatly affected by email clients. It is recommended to use Outlook and Alibaba email clients, and it is recommended to apply to complex report parts with small file sizes (within 1M). Some complex report styles are not supported: frozen header rows, theme styles, pagination (only the first page is supported)
WeChat Work	Supports images and table data. Supports custom upload of images in JPG and PNG formats, with recommended resolution sizes: large images 1068455, small images 150150. Attachments are limited to 20M, and sending will fail if exceeding 20M.
DingTalk	Supports images and table data (group robots do not support table data).
Cloud Home	Not supported
Weaver	Not supported
Feishu	Supports images and table data (group robots do not support table data). Attachments are limited to 30M, and sending will fail if exceeding 30M.

• Jump Link: You can "Show" or "Hide" the card details page link (currently supports DingTalk, Feishu, WeChat Work, Cloud Home, and Weaver channels). For email channels, it supports users customizing email content and separately setting jump links.

Failure Notification

When "subscription sending fails" or "card loading fails when subscription is triggered", the system will notify the "Failure Notification" recipients, not the original recipients.

You can configure "Failure Notification":

• Subscription scope: Dataset subscription, card subscription, merge subscription, page subscription;

• Recipient scope: Subscription creator, resource owner, specified recipients (supports multiple selection);

Email, WeChat Work, DingTalk, and Feishu can choose to notify "subscription creator", "resource owner", and "specified recipients", and follow the subscription sending channel to send failure notifications.

What is the failure retry mechanism for subscription plans?

Email subscription sending fails, reporting error send email failed due to invalid email address:, but some recipients receive multiple subscriptions

Subscription push fails, reporting error Export PAGE FAILED/Invalid argument /null/Unknow Error, what's going on?

3.3 Subscription Preview

(1) When the notification channel is "Email" and the image content is "None"

The email example after sending is shown in the figure below. You can see that the email is sent on time at 12:00.

• The email title is not filled in, defaulting to "Card Name" + "Send Date";

• The email content is not filled in, defaulting to "Card Details Link";

• If email attachments are set, the card data will be sent as a table attachment.

For error details, see The width of the image sent by subscription is inconsistent with the page

(2) When the notification channel is "Email" and the image content is "Complex Report HTML"

Special Notes:

a. When card source data has row and column permissions set, the data in attachments is based on the subscription creator's permissions and is the data visible to the subscription creator.

b. When the trigger time mode is "URL Trigger", each external link call triggers the subscription once, with the same effect as manual sending, meaning it is not affected by the subscription enable status.