Scheduled email reply being sent to dashboard owner - how to change recipient?

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We set up scheduled sends to go to customers. Sometimes they are based off of legacy dashboards and sometimes they are based off of canvas dashboards. Somewhat recently, a customer responded to the scheduled send and it our surprise, it went to someone on the analytics team because that person was the owner of the dashboard! We would have expected it to go to the schedule owner.

We looked more into dashboard ownership and realized all older canvas dashboards were shared amongst the analytics team, including someone who are no longer at the company, but all recent canvas dashboards have me as the owner.

  1. We tried setting the owner of a canvas dashboard in code (similar to models and datasets), but that didn’t work. Is that expected?
  2. Our theory is that canvas dashboard owners are whoever hits the “Publish” button or publish api call, so before it was a mix of people based on who completed the work, but then we automated it so it automatically publishes on merge using my API key. Is that the case?
  3. Do replies to schedules always go to the dashboard owner rather than the schedule owner? Is there a way to change that? This would be our ideal.
  4. We saw an old thread asking for ability to update ownership of dashboards, though this was before canvas dashboards. We would LOVE the ability to change ownership of stuff including legacy dashboards, canvas dashboards, and schedules. (If #3 can be done so schedule replies go to the owner of the schedule instead of owner of the dashboard, then we mostly only care about the ability to change the owner on schedules, not legacy or canvas dashboards)

Our current idea for a workaround (depending on the answer to some of the above questions) would be to do the following:

  • create a service user with the email we want to get responses and error alerts on
  • when trying to create a scheduled send on a legacy dashboard, impersonate the service user and copy the legacy dashboard so the service user is the owner of the copied version (not necessary if emails can go to the schedule owner instead)
  • (assuming our theory in #2 is correct) set the service user’s api key to be the deploy key so they’re the owner of canvas dashboards (not necessary if emails can go to the schedule owner instead, or if we can set the owner in code)
  • impersonate the service user when setting up the schedules so that they are the owner
  • since all of this would only apply going forward, it would also likely require reaching out to holistics about modifying ownership of already existing assets (quite a few!)

Also open to any suggestions or recommendations on the best way to manage who is the recipient for scheduled send email replies!

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Hi @anya.conti,
Thanks for the raising this question with great details!

You’re absolutely right about the current behavior:

  • Replies to email schedules indeed go to the dashboard owner instead of the schedule owner.
  • Also yes, canvas dashboard ownership is determined by whoever hits the “Publish” button or makes the publish API call that initiates creation of the canvas object on production. So you become the owner when you automated the publish workflow with your API key.
  • Setting canvas dashboard owners in code doesn’t work currently. It’s also due to the ownership being tied to the publish action.

We know these behaviors aren’t ideal for managing workflows. Our team has noted these pain points, especially the disconnection between schedule owners and where replies go. We’re also looking at ways to make ownership management more flexible in the future.

For your immediate needs, our support team can help transfer ownership of existing dashboards, including both canvas and legacy ones. You can either assign it to the dedicated personnel on your team, or use the service user in the approach you described.

If you’d like to proceed with it, please help submit a support ticket with a list of:

  1. The dashboards you need ownership transfers for
  2. The user that should become new owner for each dashboard.

Then, our team will handle the transfers for you. All replies will be sent to the new dashboard owner afterwards.

This approach works for all existing assets. You won’t need to clone the existing dashboards via a service user (unless you want to keep a separate dashboard, in regards of visibility on the original owner).

Let me know if you have any further questions.

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Hi Vu,

Thanks for the thorough response!

Sounds good. Noting that this will be a bit of an ongoing pain for legacy dashboards especially. We would really like to upvote the ability to manage where scheduled send replies go to!

It will probably take us a bit to get to the point of sending over the support ticket but we will do that when we’re at that point.

Thanks so much,
Anya

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