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Subscribing to reports and documents

Subscribing to a report or document
Sending a report or document via e-mail on a schedule
Sending a report or document via e-mail now
Sending a report or document to the History List on a schedule
Sending a report or document to MicroStrategy Mobile on a schedule
Exporting a report or document on a schedule
Printing a report or document on a schedule
Managing your subscriptions and scheduled deliveries

Subscribing to a report or document
You can have a report or document automatically executed and delivered on a regular schedule or when a specific event occurs. After execution, the results can be made accessible in the History List, My Subscriptions page, your mobile device (through MicroStrategy Mobile), your printer, or as an export file. This allows you to view the reports or documents when you need them, without waiting for reports or documents to execute one at a time.

Note: If you are sending a Flash-enabled document to another user, the user can analyze and use the Flash document only to the extent that you are able to, as determined by your MicroStrategy privileges. For example, if you do not have the privilege to modify a widget in the Flash document, the recipient of the document will not be able to modify a widget in the document.

To subscribe to a report or document, you can execute it first and then subscribe to it from the results page, or you can subscribe to it from one of your project folders.

To subscribe to a report or document while viewing the report or document:

  1. Open the report or document.
  2. From the File menu, point to Subscribe to, and select one of the following:
    • History List, to send the report or document to the History List on a schedule.
    • Mobile, to view the report or document on mobile devices using MicroStrategy Mobile.
    • Email, to e-mail the report or document on a schedule.
    • Printer, to print the report or document on a schedule. This option is available only if MicroStrategy Narrowcast Server is installed.
    • File, to export the report or document on a schedule. This option is available only if MicroStrategy Narrowcast Server is installed.

The Subscribe dialog box opens.

  1. From the Schedule drop-down list, select a schedule or event from the drop-down list.
    Note: The available schedule choices are created in MicroStrategy Narrowcast Server.
  2. If you are subscribing to a document, from the Format drop-down list, select the format in which the document is displayed. You can determine whether the scheduled document is executed in HTML, Excel, or PDF view.
    Note: An administrator can determine the default format that appears in this drop-down list.

  3. Click OK. The Subscribe dialog box closes.
  4. To verify that you are subscribed to the report or document, at the top of the page, click My Subscriptions. A list of the reports and documents to which you are subscribed is displayed.

To subscribe to a report or document while browsing a folder:

  1. Browse to the folder that contains the report or document for which to create a subscription.
  2. Do one of the following:
    • In Large Icons view: Click the Subscriptions link below the report icon.
    • In List view: Click the Subscriptions icon in the Actions column.
  3. Click Add Subscription.
  4. From the Schedule drop-down list, select a schedule or event.
    Note: The available schedule choices are created in MicroStrategy Narrowcast Server.
  5. If you are subscribing to a document, from the Format drop-down list, select the format in which the document is displayed. You can determine whether the scheduled document is executed in HTML, Excel, or PDF view.
    Note: An administrator can determine the default format that appears in this drop-down list.
  6. Click OK.

Sending a report or document via e-mail on a schedule
You can send a report or document via e-mail on a specific schedule.

Note: If you are sending a Flash-enabled document to another user, the user can analyze and use the Flash document only to the extent that you are able to. This is determined by your MicroStrategy privileges. For example, if you do not have the privilege to modify a widget in the Flash document, the recipient of the document will not be able to modify a widget in the document.

  1. Open the report or document.
  2. From the File menu, point to Subscribe to, and select Email. The Subscribe to Email dialog box opens.
  3. From the Schedule drop-down list, select a schedule or event.
    Note: The available schedule choices are created in MicroStrategy Narrowcast Server.
  4. In the New Address field, type the e-mail address to which to send the report and, from the drop-down menu, select the e-mail client type of the specified e-mail address.
  5. From the Delivery Format drop-down list, select the format in which to send the report. Your options are Excel and PDF. When Excel or PDF is chosen, the report is included as an attachment in the e-mail.
  6. If you select PDF or Excel as the Delivery Format, you can reduce the size of the attachment by selecting Compress contents.
    Note: The Delivery Format and Zip Contents options must be enabled in Narrowcast Server. If they are not, the report will be sent in HTML format.
  7. In the Subject line, type a description for the e-mailed report.
  8. To preview the report, document, or HTML document, select the Send a preview now check box. To display in the body of the e-mail, type the text in the Message box.
    Note: The Message box must be enabled in Narrowcast Server.
    Clicking Hide hides the message there, but it will still be displayed in the e-mail.
  9. Click the OK button. The message is sent to the selected e-mail address on the specified schedule.
  10. To verify that you are subscribed to the report or document, at the top of the page, click My Subscriptions. Note that the report appears in your list of subscriptions, in the Email Subscriptions section.

    Note: For the My Subscriptions page to display, the system must have MicroStrategy Narrowcast Server installed and MicroStrategy Web must be configured to use the Narrowcast Server subscription engine. For more information contact your administrator.

Sending a report or document via e-mail now
You can send a report or document immediately via e-mail.

Note: If you are sending a Flash-enabled document to another user, the user can analyze and use the Flash document only to the extent that you are able to. This is determined by your MicroStrategy privileges. For example, if you do not have the privilege to modify a widget in the Flash document, the recipient of the document will not be able to modify a widget in the document.

Prerequisites

You can send a report or document immediately only if the MicroStrategy Narrowcast Server is installed and MicroStrategy Web is configured to use Narrowcast Server. For more information, contact your administrator.

To send a report or document while viewing the report or document:

  1. Open the report or document.
  2. Do one of the following:
    • From the File menu, select Send Now. The Send Now dialog box opens.
      OR
    • Click the Send Now icon on the Standard toolbar.

The Send Now dialog box opens.

  1. From the Address drop-down list, choose an address. If you do not see the correct e-mail address to use, specify a new e-mail address and the type of e-mail client you use for that address.
  2. From the Delivery Format drop-down list, select the format in which to send the report. Your options are HTML, Excel, and PDF.

    When Excel or PDF is chosen, the report is included as an attachment in the e-mail and
    you can reduce the size of the attachment by selecting Compress contents.
    Note: The Delivery Format and Zip Contents must be enabled in Narrowcast Server. If they are not, the report will be sent in HTML format.
  3. In the Subject line, type in a description for the e-mailed report.
  4. To display a message in the body of the e-mail, type the text in the Message field.
    Note: The Message field must be enabled in Narrowcast Server.
  5. Click the Send button. The report is sent to the selected e-mail address.

To send a report or document while browsing a folder:

  1. Browse to the folder that contains the report or document that you want to e-mail.
  2. Do one of the following:
    • In Large Icons view: Click the Send Now link below the report icon.
    • In List view: Click the Send Now icon in the Actions column.

The Send Now dialog box opens.

  1. From the Address drop-down list, choose an address. If you do not see the correct e-mail address to use, specify a new e-mail address and the type of e-mail client you use for that address.
  2. From the Delivery Format drop-down list, select the format in which to send the report. Your options are HTML, Excel, and PDF.

    When Excel or PDF is chosen, the report is included as an attachment in the e-mail and
    you can reduce the size of the attachment by selecting Compress contents.
    Note: The Delivery Format and Zip Contents must be enabled in Narrowcast Server. If they are not, the report will be sent in HTML format.
  3. In the Subject line, type in a description for the e-mailed report.
  4. If you want a message to be displayed in the body of the e-mail, type the text in the Message field.
    Note: The Message field is not enabled until it has been enabled in Narrowcast Server.
    Clicking Hide hides the message there, but it will still be displayed in the e-mail.
  5. Click the Send button. The report is sent to the selected e-mail address.

Sending a report or document to the History List on a schedule
You can send a report or document to the History List on a specific schedule.

To send a report or document to the History List on a schedule:

  1. Open the report or document.
  2. From the File menu, point to Subscribe to, and select History List. The Subscribe to History List dialog box opens.
    Note: If Narrowcast Server is not installed and configured, this option is listed in the File menu as Subscribe to History List.
  3. From the Schedule drop-down list, select a schedule or event from the drop-down list.
    Note: The available schedule choices are created in MicroStrategy Narrowcast Server.
  4. Click OK. The Subscribe to History List dialog box closes.
  5. To verify that you are subscribed to the report or document, at the top of the page, click My Subscriptions. Note that the report appears in your list of subscriptions, in the History List Subscriptions section.

Sending a report or document to MicroStrategy Mobile on a schedule
In order to receive reports and Report Services documents on a mobile device, the device’s user must be subscribed to those reports. You can use MicroStrategy Web to subscribe to a new report, or to unsubscribe from a report that you no longer need to read.

Every MicroStrategy Mobile subscription is associated with a schedule. This schedule controls how often the report or document is updated, just like a standard History List subscription.

Note: If you are a system administrator who needs to subscribe a large number of people to a report, it is recommended you use the MicroStrategy Desktop interface to manage all the subscriptions for a project. For specific information about how to manage Mobile subscriptions through Desktop, see the MicroStrategy Mobile User Guide.

Prerequisites

To use MicroStrategy Mobile, users must have access to at least one MicroStrategy project, and have the MicroStrategy privilege Use MicroStrategy Mobile. In addition, to view a Report Services document in MicroStrategy Mobile, users must have the Mobile View Document privilege.

To send a report or document to MicroStrategy Mobile on a schedule:

  1. Open the report or document.
  2. From the File menu, point to Subscribe to, and select Mobile. The Subscribe to Mobile dialog box opens.
  3. From the Schedule drop-down list, select a schedule or event from the drop-down list.
    Note: The available schedule choices are created in MicroStrategy Narrowcast Server.
  4. Click OK. The Subscribe to Mobile dialog box closes.
  5. To verify that you are subscribed to the report or document, at the top of the page, click My Subscriptions. Note that the report appears in your list of subscriptions, in the Mobile Subscriptions section.

Exporting a report or document on a schedule
You can export a report or document on a specific schedule.

Prerequisites

To export a report or document on a schedule, MicroStrategy Narrowcast Server must be installed.

To export a report or document on a schedule:

  1. Open the report or document.
  2. From the File menu, point to Subscribe to, and select File. The Subscribe to File dialog box opens.
  3. From the Schedule drop-down list, select a schedule or event from the drop-down list.
    Note: The schedule choices available are created in MicroStrategy Narrowcast Server.
  4. Specify the file location and name in one of the following ways:
    • If file locations are available, select a file location from the drop-down list and enter a file name.
    • If devices and addresses are available, select the device from the drop-down list, enter a file path or browse to the network location for the address, then enter a file name.
    • If devices and relative paths are available, select the device from the drop-down list, enter a relative file path or browse to the network location, then enter a file name.
    Note: You can use a macro in the file location and name.
  5. In the Address field, specify a file address for the file. An example of a properly specified address is: \\FileServ2\SalesReports\Jan03\.
    Note: Whatever locations you create must be accessible not only from your own machine, but from the Narrowcast Server machine as well. For example, if you enter "C:\" as part of a file address, the file will not be created on your machine's hard drive, but on the Narrowcast Server machine.
  1. Select a file format, such as PDF, HTML, Excel, or Plain text for reports. Documents can be exported as PDF or Excel, and HTML documents as HTML only.
  2. If you select PDF or Excel, you can reduce the size of the attachment by selecting Compress contents.
    Note: The Delivery Format and Zip Contents options must be enabled in Narrowcast Server. The report will be sent in HTML format.
  3. In the File Name field, specify a file name for the file.
  4. To preview the report, document, or HTML document, select the Send a preview now check box to send the print job immediately.
  5. Click the Create button. The file is exported to the specified location on the specified schedule.

Printing a report or document on a schedule
You can print a report or document on a specific schedule.

Prerequisites

To print a report or document on a schedule, MicroStrategy Narrowcast Server must be installed.

To print a report or document on a schedule:

  1. Open the report or document.
  2. From the File menu, point to Subscribe to, and select Printer. The Subscribe to Printer dialog box opens.
  3. From the Schedule drop-down list, select a schedule or event from the drop-down list.
    Note: The available schedule choices are created in MicroStrategy Narrowcast Server.
  4. Choose a printer from the drop-down list. If you do not see the correct printer to use, specify a printer by entering a printer path or browsing for the printer.
  5. In the Address field, specify an address for the printer. An example of a properly specified address is: \\corp-print1\ID-123HP.
    Note: Whatever locations you create must be accessible not only from your own machine, but from the Narrowcast Server machine as well.
  6. To preview the report, document, or HTML document, select the Send a preview now check box.
  7. Set print options, such as the number of copies and print range.
  8. To send a delivery notification e-mail to a specific e-mail address: Click the Send notification email check box. The New Address check box and E-mail client type drop-down list are enabled.
    • In the New Address field, specify the e-mail address to which to send a delivery notification and select the e-mail client type of the specified e-mail address.
  9. Click the Create button. The report, document, or HTML document is sent to the selected printer on the specified schedule.

Managing your subscriptions and scheduled deliveries
To check your subscriptions and scheduled deliveries, click the My Subscriptions link at the top of the page. The page lists each report and document to which you are subscribed in the project. Each row of the subscriptions list indicates if the report or document is personalized with your prompt responses and its schedule or the event triggering execution. The scheduled deliveries also list the e-mail address, file location, or printer to which the message will be sent. You can click the icon next to the object name to view the most recent results.

Prerequisites

To manage MicroStrategy Mobile subscriptions through MicroStrategy Web, you must have the Web Scheduled Reports privilege as well as the Use MicroStrategy Mobile privilege.

From the My Subscriptions page, you can edit a subscription or unsubscribe a report or document.

To manage your subscriptions in MicroStrategy Web:

  1. At the top of the page, click My Subscriptions. The Subscriptions page opens, with a list of your subscriptions.
  2. Do one of the following:
    • To unsubscribe a report or document, select the check box in the Unsubscribe column and click the Unsubscribe button.
    • Click the Edit icon for the subscription to edit. The Subscription page for that subscription opens.
      • To choose a new schedule, select a schedule or event from the Schedule drop-down list
        Note: The schedule choices available are created in MicroStrategy Narrowcast Server.
      • To choose a new format for the document, from the Format drop-down list, select the format in which the document is displayed. You can determine whether the scheduled document is executed in an HTML, Excel, or PDF format.
        Note: An administrator can determine the default format that appears in this drop-down list.
  3. Click OK. Your changes are saved and the Subscriptions page opens.