We need to automatically distribute personalized reports to hundreds of users based on their role (Account Owner, Renewal Manager, etc.), where each recipient only sees data relevant to them using the "Current User" filter. Currently, Gainsight lacks a scalable solution for this common use case.
Current Limitations
After working with Gainsight Support, we've identified these constraints:
- Manual Report Sharing: Limited to static recipient lists, doesn't scale for 200+ dynamic users
- Journey Orchestrator:
- Only supports 5 columns and 20 rows for inline reports
- Our reports require more than 5 columns
- 10 record limitation per user
- Dashboard Sharing: Can't be automatically emailed to users on a schedule
- No Dynamic Distribution: Can't automatically send reports only to users who have relevant data that week
Use Case Example
Report: Case Report Recipients: All Account Owners and Renewal Managers (200+ users) Filter: Current User (so each person only sees their accounts)
Challenge: Recipient list changes weekly based on who has active cases
Proposed Solution
Add a new feature for Dynamic Report Distribution that:
- Supports "Current User" filter in bulk report sharing
- Dynamically determines recipients based on whether they have data in the report
- Allows scheduling with more than 5 columns (full report, not just inline)
- Sends as attachment or secure link to bypass inline limitations
- Includes conditional sending (only send if user has data that period)