DATA OPS
Email Dashboard Owners for Retirement Approval on Abandoned Reports
Identifies abandoned dashboards from BigQuery usage data, emails each dashboard's owner asking them to confirm or veto retirement, and logs the decision back for the data team.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule triggers review
- ActionQuery abandoned dashboards + owners from BigQueryBigQuery
- LogicFilter out permanent dashboards
- ActionEmail owner with usage evidence and decision linksGmail
- LogicInterpret approve/keep reply
- OutputWrite decision to tracking tablePostgres
What it does
Closes the loop on dashboard cleanup by routing each abandoned dashboard to its human owner. It finds reports with no meaningful usage, looks up the owner, and sends a personalized email asking them to approve retirement or keep it alive with a reason, then records the response.
When to use it
Use this when you can't unilaterally delete dashboards and need owner sign-off before retiring anything. Best for regulated or political environments where a paper trail of approval matters more than speed.
How it works
- 1A monthly schedule triggers the review cycle.
- 2BigQuery returns dashboards with zero views in 60+ days plus their owner email from the metadata table.
- 3A filter drops any dashboard already marked permanent.
- 4For each remaining dashboard the flow sends the owner a Gmail message with usage evidence and approve/keep links.
- 5A logic step interprets the reply and writes the decision into a tracking table so the data team can action approved retirements in bulk.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect GmailRead, draft, send, label.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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