Email Reports - sent to everyone in this account

Question & Answer
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Hi,

I had scheduled email reports to be sent out every morning. I had the set the emails to be sent to all users who have access which I am assuming would be all the users who have access to the dashboard .

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If I am looking at the people who have access to the dashboard, I get this :-1:

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Now Quicksight dashboard is embeddeded in a platform which the clients can access. However this specific dashboard is not accessible for the clients . There are 1 other dashboard they can access.

One of our clients got the email report which they shouldnt have. Is it because I selected Everyone in this account ?

Earlier I had listed the emails which should receive the email reports ,

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When I referred to the below documentation, it said

Sharing the dashboard with everyone in your account doesn’t affect email reports. For example, suppose that you choose to share the dashboard with everyone in your account. Suppose also that you choose Send email report to all users with access to dashboard when setting up an email report for the same dashboard. In this case, the email report is sent only to people who have access to the dashboard.

Reference : Granting everyone in your Amazon QuickSight account access to a dashboard - Amazon QuickSight

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@David_Wong @Brett would u be able to help ?

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Hi @liya101

It seemed you had the Enable access for Everyone in this account per your screenshot. That would mean everyone had access.

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Hi @Giridhar.Prabhu Thanks for your response.

When Selected enable access for everyone in this account, would that be all who had access to this specific dashboard ?

The clients did not have access to this dashboard but had access to another dashboard which was built on another dataset.

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Hi @liya101

When you enable this option it provides Viewer privileges to all users in your QuickSight account.

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I don’t know if you have Row-Level Security to restrict or not. But that is probably the reason your other client got the email.

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Thanks for replying @Giridhar.Prabhu

Just confirming this would affect the scheduled email reports ?

It said Sharing the dashboard with everyone in your account doesn’t affect email reports. For example, suppose that you choose to share the dashboard with everyone in your account. Suppose also that you choose Send email report to all users with access to dashboard when setting up an email report for the same dashboard. In this case, the email report is sent only to people who have access to the dashboard.

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Hmm. That is a nuance in the handling. Since you have a case where a user who you think should not have received the email but in fact received it you may need to approach AWS with your case.

They may be able to trace down the details and let you know what exactly happened.

1 Like
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Hi @liya101,
If you’d like to reach out to AWS support for more in depth assistance, you can file a support ticket here.

Let us know if you have any additional questions, if we do not hear back within the next 3 business days, I’ll close out this topic.

Thank you!

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Confirming If I am selecting enabling access to everyone in this account, that means that dashboard will only be accessible for everyone if its embedded or shared with them ?

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Hi @liya101,
I just tested this out;

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By switching on the ‘everyone in this account’ but leaving the ‘Discoverable’ option switched off, Other users were not able to view the dashboard within the QuickSight portal. After switching the ‘discoverable’ option on, it changed so that the other user could access it on QS. So you should be correct in your assessment.