You can have a report or document automatically emailed, on a specific schedule.
Note: If you are sending a Flash-enabled document to another user, the recipient can 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.
You can ensure that you or other users are notified when a report meets specific threshold conditions. For example, you can have an email sent to you when the units sold data in a report falls under 500 units. You automatically receive an email when this threshold is met.
You can also have emailed reports delivered to you automatically based on an alert condition that appears in a different report. For example, if your company-wide Monthly Revenue report is run on a schedule and displays revenue in the Northeast region below $1,000,000, the Sales Report for the Northeast Region can be automatically emailed to you based on the $1,000,000 threshold that is part of the company-wide Monthly Revenue report. For steps to email a report or document when threshold conditions are met, see the Basic Reporting Guide.
You can customize your subscription by typing macros in the File 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 email when the document is delivered.
For a list of the macros available, see the Automating Tasks chapter of the System Administration Guide.
To subscribe to reports and documents from MicroStrategy Web, you must own the MicroStrategy Distribution Services product.
You must have the Web Subscribe to History List privilege to send a report or document to the History List.
You must have the Use Link to History List in Email privilege to send a link to the location of a report or document in the History List via email.
Click on the name of the report or document. The report or document opens.
From the Home menu, point to Subscribe to, and select E-mail. The Subscribe to E-mail dialog box opens.
Type a name for the subscription in the Name field.
From the Schedule drop-down list, select a schedule or event. The schedule choices available are created in the Schedule Manager in Desktop.
Select To. The Recipients Browser dialog box opens. Choose an email address to send the report or document to.
If you do not see the correct email address to use or the Address drop-down list is not available, type the email address in the Address Name field.
For each email address you select, you must also designate an email client type. From the Device drop-down list, select the email client type of the specified email address. Click Add To Recipients to add the new email address. Click OK to return to the Subscribe to E-mail dialog box.
From the Send
drop-down list, specify how the report is included in the email, by choosing
one of the following:
Note: The options available may vary depending on the privileges
you are assigned. For more information on the required privileges, see
the prerequisites.
Data in email: The report or document is displayed in the email.
Data in email and to history list: The report or document is displayed in the email and is also delivered to the History List.
Data and link to history list in email: The report or document is displayed in the email, along with a link to the History List location of the report or document.
Link to history list in email: A link to the History List location of the report or document is provided in the email.
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 email.
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 email, type the text in the Message field.
If you want to preview 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:
Select the Password protect zip file check box and type a password for the zip file.
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.
If you have selected multiple recipients, the following options are displayed.
Allow recipients to change delivery settings: Select this check box to let the recipients make changes to the settings. For example, the recipient can change the prompt answers for the subscription or change the time of day the report or document is sent.
Allow recipients to change personalization: Select this check box to let the recipients make changes to the personalization. This option allows the recipient to edit the subscription options.
Allow recipients to unsubscribe: Select this check box to let the recipients unsubscribe from this scheduled delivery.
For a report with prompts, all prompts are displayed. The selections you make for these prompts will be used whenever the report is delivered.
Click OK. The subscription is created, and the message will be sent to the selected email address on the specified schedule.
To verify that you are subscribed to the report or document, click My Subscriptions at the top of any page. The report appears in the Email Subscriptions list.