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Saving Reports

To save a report definition that you are working on, from the File menu, select Save or Save As. This will save your RDL file to the file system. If you are working in Business Intelligence Development Studio the RDL file is saved to a report project by default. If you choose a different location, the RDL file will not be saved within the project and included when you open the project in Business Intelligence Development Studio. Reporting Services does not provide document management features for formally archiving your reports, however you can use one of these approaches to save and share rendered reports.

If you have a small number of reports to archive, consider saving a report as a file. After you export a report to an application (such as PDF or Excel), you can save it as a file and place it in a protected shared directory on the network. Alternatively, you can upload a saved PDF or Excel file as a resource item if you want to keep all copies of a report, regardless of the format, in the report server database. For more information about exporting a report or uploading files to a report server, see Managing Report Server Content and Uploading Files to a Folder.

If you have a large number of reports to archive, create a subscription that delivers the report directly to the file system. For this approach, you must create a subscription for each report, choose a shared folder to store the reports, and define a schedule that determines when the file is created. Once you define a subscription, the report server can run the report unattended and add report files to the archive using the schedule that you provide. You can also create single-use schedules if you want to archive reports on an occasional basis. For more information about subscriptions and file share delivery, see File Share Delivery in Reporting Services.

You can also use the Report History feature to create historical copies. You can then back up the report server database and store the backup in a safe location for future use. All report history (along with reports, shared data source items, folders, subscriptions, and shared schedules) is stored in the report server database. You can create a backup to maintain a permanent copy of report history and metadata such as subscription information that indicates the recipients of a report.

Log information is not stored in report server database. If you require a permanent record of report runs, you must back up the log files separately.

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