Scheduling a Report or Document to Be Emailed

You can have a report or document automatically emailed on a specific schedule.

You can customize your subscription by typing macros in the Name, Subject, Message, or Zip File Name fields. These macros are automatically replaced with the appropriate text when the report or document is delivered. For example, you create a subscription to a document. If you type {&Project} in the Subject field, the name of the project in which the document is saved is displayed in the subject of the e-mail when the document is delivered.

To e-mail a report or document on a schedule:

Run the report or document, or navigate to its file name in a reports folder.
From the Home menu in the executed report or document, point to Subscribe to, and select EMail. This displays the E-mail Subscription page. Or, from the report folder click on the Subscriptions link or icon, and click Add email subscription under E-mail. This displays the E- Mail Subscription page.
Enter a name for the subscription in the Name field.
From the Schedule drop-down list, select a schedule that will trigger the delivery.
Select the name of the e-mail recipient from the To drop-down list or click To to display the Recipients Browser dialog box. Choose an e-mail address or dynamic address list to send the report or document to. If you do not see the correct e-mail address to use or the Address drop-down list is not available, enter the e-mail address in the Address Name field.

Important: If you select a dynamic address list, it must have a key or keys in common with the report results or hierarchy prompt in the report for which you are creating the subscription

From the Send drop-down list, specify how the report is included in the e-mail, by choosing one of the following:
Note: The options available may vary depending on the privileges you are assigned.

Data in e-mail: The report or document is displayed in the e-mail.
Data in e-mail and to history list: The report or document is displayed in the e-mail and is also delivered to the History List.
Data and link to history list in e-mail: The report or document is displayed in the e-mail, along with a link to the History List location of the report or document.
Link to history list in e-mail: A link to the History List location of the report or document is provided in the e-mail.

From the Delivery Format drop-down list, select the format in which to send the report.

When Excel or PDF is chosen, the report is included as an attachment in the e-mail.
If you select a format other than HTML, you can reduce the size of the attachment by selecting the Compress contents check box.
To avoid large deliveries, choose a delivery format other than Excel.

You can specify the delimiter character to use to separate values in a report, such as a comma or tab. From the Delimiter drop-down list, select one of the following:
- To choose a delimiter from the list, select the delimiter you want to use, such as Comma or Space.
- To specify your own delimiter, select Other, then type the character you want to use as the delimiter in the field.

Note: This option is only available if the Delivery Format option is set to Plain Text.

Expand page-by fields: Displayed only when the report contains grouped objects. Select this check box to print all objects in the Page-by drop-down lists when printing a report. To print only the objects currently displayed (currently selected in the Page-by field), clear this check box. For an introduction to page-by, see Grouping data by page: Page-by.
In the Subject field, type a description for the emailed report.
If you want a message to display in the body of the e-mail, type the text in the Message field.
If you want to send a preview of the report or document, select the Send a preview now check box.
Expand Advanced Options.
To include the report or document in a zip file:
1. Select the Password protect zip file check box and type a password for the zip file.
2. Then type a name for the zip file in the Zip File Name field.
  Note: The above options are enabled only when you have selected the Compress Contents check box.
Select the Do not deliver after check box and specify an expiration date for the subscription by choosing a date from the calendar.
Select from among the following: Note: These options are available if there are multiple recipients on the subscription.

Allow recipients to change delivery settings: Allow the subscription member to change subscription delivery settings, such as the expiration date of the subscription. It also allows users to change their alert options such as the alert condition(s), formatting, and classification, etc.

Allow recipients to change personalization: Allow the subscription member to view and change personalization settings, such as prompt answers for the report or document.

Allow Recipients to Unsubscribe: Select this check box to let the recipients unsubscribe from the scheduled delivery.

Click OK. The subscription is created, and the message will be sent to the selected e-mail address on the specified schedule.

Verify the subscription by clicking Subscriptions from the Auto Delivery menu. The report appears in the e-mail subscriptions list.

Prompted Reports and Documents

If you subscribe from an executed report or document, and it has prompts, the prompt selections from the executed report or document will be the default selections for the report or document sent to the recipient. If you subscribe from a report folder, the Subscription page also displays the prompt selections page for the report or document. You can change the prompt selections here. These will be the prompt selections for the report or document sent to the recipient.

Alerts

To add alerts to the subscription, select the Alert check box. For more information about adding alerts, see: Adding Alerts to Report Subscriptions.

Note: E-mail subscriptions that are configured with an alert and a distribution option that includes sending a link to the history list will be sent to the Alerts page rather than the History List page.

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