Subscribing to a report

Subscribe to reports to receive scheduled report outputs or automatically generate reports based on system events. For example, you can configure a subscription so that a report is generated monthly and sent via email to a group of people.

NOTE: You can only create a subscription for a report that has all its inputs saved.

To subscribe to an individual report:

In Reports, open the Report Library and navigate to the report you want to subscribe to.
Right-click the report name or click Options for this report and select Subscribe to open Add New Subscription.
Continue with step 4 in "To subscribe to multiple reports" below.

To subscribe to multiple reports:

In Reports, open the Report Library and select Manage Subscriptions from the Options menu at the top of the Library. This opens Manage Subscriptions.
In Manage Subscriptions, click Add Subscriptions. This opens the reports list in Add New Subscription.
From the reports list In Add New Subscription, select the reports you want to subscribe to. Click Next.
NOTE: This creates subscriptions for all the selected reports.
In Add New Subscription, enter a name for the subscription in the Subscription Name field.
NOTE: This is the name that is displayed in the list when you open Manage Subscriptions from the Options menu at the top of the Library.
Under Output Format, select one of the formats for the report that will be generated.

RECOMMENDATION:

Install 64-bit version of Microsoft Access Database Engine 2016 Redistributable in silent mode if you want the output in XML format.

To install Microsoft Access Database Engine 2016 Redistributable:

Open the Command Prompt.
Run accessdatabaseengine_X64.exe /quiet.

Under Delivery Mode, select one of the following delivery options:
- Email: Click Recipients to open the Distribution List dialog.
  The dialog has two tabs: Users/Groups and Manual Entry. You can use both tabs to select and type email addresses, respectively. They are not mutually exclusive.
  Users/Groups tab
  The names listed on this tab are the users and groups that have been created in User Manager. They are listed in alphabetical order. Select Order by Type to order the list alphabetically by group then by user.
  Ensure that email addresses are defined in User Manager for the users.
  Select the users or groups that you want as the recipients of the generated report.
  Click OK when you complete your selections.
  Manual Entry tab
  If you click the Manual Entry tab, type the email address of a recipient and click Add to include the recipient's email address in the Current subscription recipients area. Repeat this step for each recipient.
  To remove an email address from the Current subscription recipients area, click an address and then click Remove.
  Click OK when the list is complete.
  Email Subject field
  (Optional) Type the text you want to include as the subject line in the email that is sent to the recipients.
  NOTE: The limit for the number of email recipients in a subscription is 100.
- File share: Type the location of the computer and folder where you want the report to be saved. You must type the absolute pathname to the folder (including the drive letter). The Windows user account “IONUser” must be configured with valid credentials to read and write to that fileshare. See your system administrator for assistance. To overwrite an existing report (if one exists in the folder), select Overwrite existing file. To leave an existing file in the folder and save the report with a new name, clear Overwrite existing file.
- Printer: From the dropdown list, select the printer to which you want to send the report.
  NOTE: For printed subscriptions, the printer must be a local printer on the Primary Server. For information on setting a network printer as a local printer, consult your server's documentation.
In the Subscription Schedule section, select when you want the report to be generated and delivered. (You can type the date and time in the respective fields without using the calendar or dropdown lists). The following items include descriptions for using the calendar and dropdown lists.
- On Trigger: Select this option to configure the subscription to run when an event occurs. Select the event from the Deliver report on trigger list that you want to use to trigger the subscription. To use this option, you must first configure an Event Watcher. See the Event Watcher topic in the online help for Management Console Tools for information on creating an Event Watcher.
- Once: Select this option to run the report once at the specified date and time. Click the Date field or calendar icon to open a calendar and select the date. You can specify the hours and minutes by typing over the entries or using the dropdown lists. You can also click Now to set the date and time to the current server time.
- Hourly: Select this option to run the report every hour. Select the time from the Deliver Report dropdown list (for example, on the hour, 15 minutes after the hour, and so on).
- Daily: Select this option to run the report once per day at the specified time. Click the Time of Day field to open the Choose Time dialog, and either type the hours and minutes in the respective fields or use the dropdown lists to select the hours and minutes. You can also click Now to set the time to the current server time.
- Weekly: Select this option to run the report once per week, on the day of the week and at the time that you specify. Select the day from the dropdown list for On. Click the Time of Day field to open the Choose Time dialog, and either type the hours and minutes in the respective fields or use the dropdown lists to select the hours and minutes. You can also click Now to set the time to the current server time.
- Monthly — Absolute Monthly: Select Monthly then select Absolute Monthly to run the report on selected days in the calendar month at a specified time. Type the days in the On calendar day(s) field. Separate multiple dates with a comma. To select a range of contiguous days, separate the first and last day in the range with a hyphen. For example, to schedule the report to run on the 1st, 10th to 15th, and 20th days of the month, type 1, 10-15, 20. After you have entered the days, click the Time of Day field to open the Choose Time dialog, and either type the hours and minutes in the respective fields or use the dropdown lists to select the hours and minutes. You can also click Now to set the time to the current server time.
- Monthly — Relative Monthly: Select Monthly then select Relative Monthly to run the report on a specific day of the week in a selected week of the month at a specified time. For example, to set the subscription to run on the Monday of the last week of the month, select Last and Monday from the dropdown lists. Click the Time of Day field to open the Choose Time dialog, and either type the hours and minutes in the respective fields or use the dropdown lists to select the hours and minutes. You can also click Now to set the time to the current server time.
(Optional) Click Test Now to test that the report subscription is functioning.

Note that the button is disabled for the Email or Printer delivery options if configuration errors are detected.
Click Save to save the subscription.