Subscribe to a Report

Overview

Admin can enable Report Subscription to allow certain Users (Role-based) to schedule subscription tasks for their generated reports. During the subscription period, the report will automatically be rerun and emailed to added recipients on a daily, weekly or monthly basis. Recipients are added by email address and are therefore not limited to staff or website users. A subscription can be edited, viewed, paused or cancelled by the User. Subscriptions are trackable via the subscription log.

Step-by-step guide for Admin

When configuring Report Subscriptions, you decide the following:

• which group(s) of Users (all or by Role) have access to Report Subscription. (Note - This additional functionality can be disabled but if used, permissions for Roles should be coordinated with those in Report Generator.) 

1. Enable and configure Report Subscription

(Note - The Report Subscription feature may have been enabled and configured when Report Generator was set up.)  

Report Subscription can be enabled globally (for all Users) or restricted to specific Roles using the Override feature.  If a User has access to Report Subscription, when logged into the website, the Report Subscription item appears in the Dashboard menu. 

To enable Report Subscription:

1. In the CMS, navigate to Settings → Feature Management → System.
   
   
   
2. Toggle ON Scheduled Reporting and click Configure.
   
   

3. In the 'Scheduled Reporting Features Settings' screen, go to the Enable Report Subscription toggle.
   

4. The Enable Report Subscription toggle is is the global ON/OFF setting for the feature. You have the option to:
   Toggle ON Global for all Users to have access to Report subscription, and set overrides for selected Roles, e.g., B2C customers, so the feature is not visible on their Dashboard.
   Leave it OFF Global and set access overrides for selected Roles.
   
   

5. To add an override,    
   
   

   1. Click Overrides.
   2. Click the Add An Override button.
   3. In Role, select the role you want to add. 
   4. To switch on the Override, toggle on Override Value. 
   5. Click Confirm. 
   6. To add any other Role Override required, perform steps b-e.
   7. Once you have exited the Overrides screen, in the main screen, click Save or Save & Exit.
      
      
6. To save your settings, click Save or Save & Exit. 

2. Configure Report Subscription widget options (optional)

The Report Subscription widget allows you to customise labels and text displayed in headings and fields in the Report Subscription screen on your website. To access the widget,

1. In the CMS, go to Content → Pages & Templates and find the Report Subscription Template. 
   
   
2. Click Edit for the Report Subscription widget.
   
   
   
3. Edit the fields as you required. See Report Subscription Widget help for more details.

Step-by-step guide for Users

If you have access to Report Subscription, you can add subscriptions for your generated reports. 

Create a new report subscription 

1. Login to your website and click Dashboard.
   
   
2. On your 'Dashboard', scroll down to the 'My Pages' section and click Report Subscription. 
   
   
   

3. In the 'Report Subscription' list, you can scroll down the list of reports available or search for it. Note - Tick 'Show Inactive Reports' and click Search to display inactive reports as well.    
   

   You can only subscribe to generated reports based on original reports that have been enabled for subscription. If the list is empty, there are no reports you can subscribe to. (See your website Administrator for assistance.)

4. Click Subscribe for the report. The Manage Subscriptions panel for the report is displayed. Any current subscriptions will be displayed. 
   
   
   
5. To create a new subscription, click the New Subscription button.
   
   
   
6. In Recipient Email Address, enter one or more recipient email addresses for this subscription. If there are more than one recipient, use a semi-colon ';' to separate each email address. 
   
   
7. In the Start Date and End Date fields, enter the beginning and end dates for the subscription period.
   
   
8. In Frequency, select how often an updated report will be run and emailed: 'Daily', 'Weekly' or 'Monthly'.
    
9. The Active checkbox lets you pause/continue a subscription. It is ticked by default when a subscription is created. If you do not want the subscription to run after creating it, untick Active. You can tick it any time after the subscription has been created.   
   
   

10. To save the subscription, click Add. If the subscription is active, recipients will be sent an email with the report attached based on the start date/end date and frequency.
    
    

    Test report subscription email

    You can test that your report subscription has been set up correctly by entering your email address as 'Recipient Email Address' and setting the date to today and time to a few minutes into the future. Check that you receive an email with the report. The Subject line displays the text Admin entered for 'Email Subject' when the report was created.   

    

    If you do not receive the email:

    • check your Junk Email folder
    • check you have entered your email address correctly

Manage Report Subscriptions

View/edit a current subscription

To display the details of an existing subscription, 

1. Find the report and click Subscribe. Details of any current subscriptions and when an email was last sent are displayed.
   
   
   
2. (i) To remove the subscription from the system, click Delete.
   (ii) To edit the details of the subscription, change any information in the fields and click Update. If you have changed any information and do not want to save it, click Cancel Subscriptions to revert to existing details and close the 'Manage Subscriptions' panel.
   (iii) To pause the scheduled emailing of the report, untick the 'Active' checkbox and click Update.

View Subscription Log of sent events

To view the log of a report's subscription send activity, click the Audit button.

The log provides details of each email sent event. Note - In 'Status', 'Successful' refers to a successful email sending event by the system.    

View a report

In case you want to view a report for any reason, e.g., check it is the right one to subscribe to, click the View button next to the report. The system will automatically download the report to your device. 

Delete a report

You can delete a report you generated through Report Generator. Only reports that have no current subscriptions can be deleted. 

To delete a report,

1. Click the Delete Report button. 
   
   
2. Confirm you want to delete the report in the popup message. Click Yes to complete the deletion or No to cancel it.  

Additional Information

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Related Help

• Page:
  Reporting Functions
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• Page:
  Scheduled Reporting
• Page:
  Run a Report
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  Report Generator (Scheduled Reporting)
• Page:
  Configure Scheduled Reporting
• Page:
  Report Subscriptions (Scheduled Reporting)
• Page:
  Google Universal Analytics
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  Report Subscription Widget
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  Report Generator Widget
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  Create Users to Approve Report