Subscriptions and Report Delivery

Subscription and Report Delivery: Quick Reference Guide

Microsoft® SQL Server® 2005
Reporting Services

Subscriptions and Report Delivery

introduction

There are a few different ways to implement subscriptions and deliver reports using Microsoft SQL Server 2005 Reporting Services (SSRS). Subscriptions can be built to deliver rendered reports via e-mail (SMTP) or to a file share. Developers can also create custom delivery extensions.

This document introduces the basics of setting up subscriptions to deliver reports via e-mail or to file shares.

Prerequisites

The following are prerequisites for setting up subscriptions to deliver reports:

 Install and configure SSRS prior to setting up any subscriptions.

 Set up and configure any file share(s) or SMTP services that will be used for the delivery of rendered reports. This will enable you to test the deployment of the subscription after you have set it up.

 SSRS may need to be configured to use the correct SMTP server, as this is not a default configuration option during setup. Please consult Microsoft® documentation for additional information on configuring SSRS to use e-mail as a report delivery mechanism.

Setting Up a Subscription to Deliver Reports to a File Share

1. Configure the file share on a server in your network. Test the connection from the reporting server to the share by entering the share name (for example, \\servername\sharename).

2. Open the Report Manager (

3. Navigate to and select the report you want to set up delivery for.

4. Click the Subscriptions tab.

5. On the Subscriptions page toolbar, click New Subscription to open the Subscription page.

6. In the Report Delivery Options section, do the following:

 In the Delivered By drop-down list, select Windows File Share.

 Allow the file name to default to the existing report name and select the Add a File Extension When the File Is Created check box.

 Enter the path to the file share (for example, \\servername\sharename).

 In the Render Format drop-down list, select the appropriate format option.

 Enter the user name and password credentials for a person with access to the file share.

 Click the appropriate Overwrite option.

7. In the Subscription Processing Options section, do the following:

 Click When the Scheduled Report Run is Complete.

 Click Select Schedule.

 In the Schedule Details section, select how frequently you want to run the report, and then provide the schedule information.

 In the Start and End Dates section, do the following:

 Enter the start date for the report schedule. You can also select the date by clicking the Calendar icon.

 (Optional) Select the Stop This Schedule On check box, and then enter an end date for the report schedule.

8. Click OK.

9. In the Report Parameter Values section, enter the criteria for the report output, if requested.

Note: To run the report with different parameters, you need to set up additional subscriptions.

10. Click OK.

Tip: You can set up a shared schedule for multiple reports. For example, if you have property-specific reports that should run at the same time each month, you can create a single schedule that is shared by all the reports (Site Settings > Other > Manage Shared Schedules section).

Setting Up a Subscription to Deliver Reports via E-mail (SMTP)

1. Ensure that the reporting server is configured to use SMTP and that an SMTP server exists on the network with the reporting server.

2. Open the Report Manager (

3. Navigate to and select the report you want to set up delivery for.

4. Click the Subscriptions tab.

5. On the Subscriptions page toolbar, click New Subscription to open the Subscription page.

6. In the Report Delivery Options section, do the following:

 In the Delivered By drop-down list, select E-Mail.

 Enter the e-mail address information for the recipients of the report.

 Enter a new subject for the e-mail message, if necessary. By default, the subject line contains the name of the report, the date, and the time the report was generated.

 Include a reply-to address, if necessary.

 To attach the report to the e-mail message, select the Include Report check box. To insert a link to the report in the body of the e-mail message, select the Include Link check box.

 In the Render Format drop-down list, select the appropriate format option if you are attaching the report to the e-mail message.

 Set the priority of the e-mail message, if required.

 In the Comments section, add any additional information you want to include in the body of the e-mail message.

7. In the Subscription Processing Options section, click Select Schedule.

 In the Schedule Details section, select how frequently you want to run the report, and then provide the schedule information.

 In the Start and End Dates section, do the following:

 Enter the start date for the report schedule. You can also select the date by clicking the Calendar icon.

 (Optional) Select the Stop This Schedule On check box, and then enter an end date for the report schedule.

8. Click OK.

9. In the Report Parameter Values section, enter the criteria for the report output, if requested.

Note: To run the report with different parameters, you need to set up additional subscriptions.

10. Click OK.