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How to: Subscribe to a Report (Report Manager)

This topic provides instructions for creating an e-mail subscription and a file share delivery subscription.

To subscribe to a report, the report data source must be configured to use stored credentials or no credentials. For more information, see How to: Specify Stored Credentials for a Data Source (Report Manager). If it does not, the New Subscription button is not available.

For e-mail delivery, the report server must be configured for an SMTP gateway connection before you create the subscription. To use file share delivery, you must have target folder already defined. For more information, see Configuring a Report Server for E-Mail Delivery and How to: Create a Shared Folder for Report Server File Share Delivery.

  1. In Report Manager, on the Contents page, navigate to the report you want to subscribe to. Click the report to open it.

  2. Click the Subscriptions tab, and then click New Subscription.

  3. For the method of delivery, select Report Server File Share from the Delivered by list box.

  4. Type a file name for this subscription in the File name text box.

  5. Ensure that Add a file extension when the file is created is selected. This causes the report to be saved with a three-character file extension. The file extension is determined by the rendering format you select.

  6. In the Path text box, type a Universal Naming Convention (UNC) path to an existing folder where you want to deliver the reports (for example, \\<servername>\<myreports>). Include double backslash characters at the beginning of the path. Do not specify a trailing backslash.

  7. Select a render format for file delivery. Choose a format that corresponds to the desktop application that will be used to open the report. Avoid formats that do not render a report in a single stream or that introduce interactivity that cannot be supported in a static file (that is, HTML 3.2, HTML 4.0, or HTML with Office Web Components).

  8. In the User name and Password text boxes, specify the credentials required to access the file share, using the format <domain>\<user name> for the user name.

  9. Specify overwrite options. If you click Do not overwrite the file if a previous version exists, the delivery will not occur if an existing file is detected. If you click AutoIncrement, the report server appends a number to the file name to distinguish it from existing files of the same name.

  10. Specify subscription delivery options as follows:

    • To specify a delivery schedule, click When the scheduled report run is complete and click the Select Schedule button. A schedule page opens.
    • To deliver the report when a report snapshot is updated with a newer version, click When the report content is refreshed. The schedule used to update a report snapshot determines when your subscription is processed.
      ms157386.note(en-US,SQL.90).gifNote:
      This option is available only for snapshots that are already associated with an update schedule.

  11. For parameterized reports, specify parameters to use for the report for this subscription. The parameters can be different from those used to run the report on demand or in other scheduled operations.

The report is delivered as a static file. If the report includes interactive features (for example, links to additional rows and columns), those features are not available.

  1. In Report Manager, on the Contents page, navigate to the report you want to subscribe to. Click the report to open it.

  2. Click the Subscriptions tab, and then click New Subscription.

  3. For the method of delivery, select Report Server E-Mail from the Delivered by list box.

  4. In the To text box, type the e-mail address you want the report delivered to. To specify multiple e-mail addresses, separate them with a semicolon (;). You can also type additional e-mail addresses in the Cc, Bcc, and Reply-To text boxes.

    ms157386.note(en-US,SQL.90).gifNote:
    This requires that you have permission to manage all subscriptions.

  5. Select the delivery options as follows:

    • To embed or attach a copy of the report, select Include Report. The format of the report is determined by the rendering format you select below. Do not choose this option if you think the report size will exceed the limit defined for your e-mail system.
    • To include a URL link to the report in the body of the e-mail message, select Include Link.
    ms157386.note(en-US,SQL.90).gifNote:
    If you clear both of these options, only the text in the Subject line is sent.

  6. Choose a rendering format from the Render Format list box. This option is available if you select Include Report to embed or attach a copy of the report.

    • To embed the report in the body of the e-mail message, select Web archive.
    • To send the report as an attachment, choose any of the other rendering formats.
  7. Select a priority from the Priority list box. In Microsoft Exchange, this setting sets a flag for the importance level of the e-mail message.

  8. Specify when you want the report delivered:

    • To specify a delivery schedule, click When the scheduled report run is complete and click Select Schedule. A schedule page opens for you.
    • To deliver the report when a report snapshot is updated with a newer version, click When the report content is refreshed. The schedule used to update a report snapshot determines when your subscription is processed.
    ms157386.note(en-US,SQL.90).gifNote:
    This option is available only for snapshots that are already associated with an update schedule.

  9. For parameterized reports, specify parameters to use for the report for this subscription. The parameters that you specify can be different from those used to run the report on demand or in other scheduled operations.

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