Actions
Actions run a saved query for you automatically, so you do not have to remember to check it. Two kinds are available today: Email a report and Apply a tag. Open the Actions page from the sidebar to see your actions, create new ones, and review each action’s run history.
You can also start from a saved query: on the Saved Queries page, click Add action.
Who can do what
| Role | Email a report | Apply a tag |
|---|---|---|
| Viewer | No | No |
| Contributor | Yes | No |
| Admin | Yes | Yes |
You see the actions you own. Admins see all actions in the organization. Each person can own up to 50 actions.
Email a report
Emails a summary of how many assets match the query and how that count changed since the last run.
- When: on a schedule you choose. Pick a start date and an hour, then how many days between runs (1 to 365). For example, start on a Monday at 08:00 and repeat every 7 days for a weekly Monday-morning report. The weekday shows next to the date. All times are UTC. Leave the date empty to start at the next occurrence of that hour. A start date in the past continues the same every-N-days pattern from that date, and a start date can be at most a year ahead.
- Send to: just you, you and the organization’s admins, or specific members of your organization. Reports can only go to members of your organization, up to 25 people. Each person gets their own email.
- How to deliver it:
- Links: the email has counts and a link that opens the results in Navigator, where Export downloads them as Excel or CSV. The email contains no asset data. The link needs the reader to be signed in, runs as that reader, and shows the data as it is when they click, so each person sees only what they are allowed to see.
- Attachment (the default): the report is attached as Excel or CSV, with the columns you choose. It is a snapshot of that run. Because it puts asset data in the recipients’ mailboxes, choose Links instead for anyone who should not receive that data by email. Attachments are limited to 10,000 rows and 10 MB.
The first run has nothing to compare with, so the email says so.
Apply a tag
Adds a tag to every asset that matches the query. Only admins can create these actions.
- When: after every connector sync, or on a schedule.
- It only adds tags. It never removes tags and never changes tags applied by hand.
- Create the tag first on the Tags page.
Managing an action
Open an action to see its details and run history.
- Run now queues an immediate run.
- Pause and Resume stop and restart it.
- Save changes edits its settings.
- Delete removes it.
Each run records its outcome and counts, not asset data. If an action fails three times in a row, Navigator pauses it and shows why, so a broken action does not keep retrying. Fix the cause, then resume it.
When an action is skipped
Actions run with the permissions of the person who owns them, checked at the moment of each run. A run is skipped, and the reason is shown, if the owner has been disabled or removed, their role no longer allows that kind of action, the saved query was deleted or is no longer visible to them, or the action is paused.
If someone who owns actions leaves your organization, reassign the work by creating new actions under another owner.