Printing Settings for Data Insights

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A data insight definition includes Printing settings that control the type of output that is produced and attached to scheduled emails. In the case of PDF settings, they are also used for the output when someone triggers the Print (PDF) or Email action on a data insight. You define Printing settings when adding a new data insight or when editing an existing data insight definition. This topic describes the available output options and the effect of various choices and provides instruction about how you define the Printing settings.

This page includes the following:

Understanding the Printing Options

print settings for data insight,

Because the printing options affect all users of a data insight and the output they can produce or receive, there are several things that are good to understand before defining printing settings.

Where are the Printing settings?

When you add or edit a data insight, you find the print settings are on the Printing tab. For information, see Adding, Editing, Copying, and Deleting Data Insights.

Who can define Printing settings?

can I change printing settings

Only the owner and editors of a data insight can open the data insight to update the Printing settings. However, anyone who can view the data insight can print it as it is defined.

What are the Printing options?

You can choose one of the following output types in the Printing settings:

  • PDF (default) allows you to specify the format options for the outputted file.

  • CSV

When do the Printing settings apply?

where does printing apply

The settings on the Printing tab are used in the following situations:

  • The data insight is scheduled to automatically email specified recipients with a snapshot of the data at the scheduled time. The attached snapshot is in the output format that is defined on the Printing tab.

  • When PDF is defined as the output type and you or another user chooses either of the following options from the Actions menu (on either the Data Insights list, or while viewing a specific data insight), then the PDF that is produced uses these settings:

    • Print (PDF)

    • Email

    When the output type is not PDF, then the PDF that is produced will use the default formatting options and contain all the data rows.

  • When you, as an owner or editor, are adding to editing a data insight and you click the Save and Run button on the bottom of the tab settings that you are on, output is generated based on the Printing settings.

What does the PDF output contain?

can I change printing settings

Most important to understand is that if you are viewing a data insight and you trigger the Print (PDF) option on the Actions menu, the PDF that is produced will be based on the filters and the column configurations that you see at that time, even if you have not saved those changes. This allows you to play with the data and its presentation to get different perspectives on it without having to change the definition of the data insight. If you only have view rights to a shared data insight, this is particularly helpful.

If you have clicked a segment on the graphic to quick-filter the table, the quick-filter is ignored, however. For more information, see Using the Data Insight Graphic.

what is in the PDF of a data insight, contents of data insight PDF,

A PDF output contains three kinds of information:

  • Header information with the following:

    • The name, type, time zone for the data insight

    • The date and time the PDF was generated and the number of pages

    • The filters that were applied when the PDF was generated and the Group By column name.

  • The graphic that was showing at the time the PDF was generated. In the case of scheduled PDFs, it is the graphic that is configured in the data insight definition.

  • The data table, configured as it was at the time the PDF was generated.

    Note:

    It is important to note, that if the Printing settings are defined to print only a limited number of pages, you might not see all the data that the filters extract and show on screen.

    If the Printing settings are defined to produce a CSV file, then the PDF that you can trigger from the Print (PDF) or Email options on the Actions menu will always contain all pages for the data that the filters extract.

Defining Printing Settings

The owner and any editors of a data insight can define the Printing settings for a data insight. When adding a new or editing an existing data insight, use the following steps to define the Printing settings. See also, Understanding the Printing Options.

  1. Open the Printing tab.

  2. Select the Format of the Report from one of the following options:

    • PDF (default)

    • CSV

  3. For PDF, define the following under PDF Format:

    1. Page Orientation: Select either Landscape, Portrait, or Automatic (default). Automatic bases the orientation on the width of the table data.

    2. Page Size: Select from a list of standard paper sizes.

    3. Maximum Pages: You can limit the number of pages that are included in the PDF or have all the data print regardless of how many pages it ends up being.

      This can be helpful to limit the size of the attachment that goes out with emails. However, the PDF is incomplete. What it does contain is the header information, the graphic, and as many data rows in the table that can fit within the page limit.

    4. Color: Select either Color, Outline (lower quality and smaller sized files), or Black and White.

  4. For all format types, after defining all the settings, you can continue in one of the following ways:

    • Define settings on any or all of the remaining tabs of the data insight before saving it. For information see:

    • Save the data insight by clicking one of the following:

      • Save: This saves all settings, closes the definition, and returns to the Data Insights list.

      • Save & Run: This saves all the settings and then produces and downloads an output file as defined on the Printing tab. The default is a PDF file.