Wednesday, February 15, 2012

SSRS: Scheduling/Subscribing To An Existing Report

This is a fairly simple blog post with details of how to schedule an existing report so that it will run automatically and send you the report. The process below describes using Reporting Services 2008R2 running in Sharepoint Integrated mode - standalone more is similar but not identical.

It's worth noting that in order to schedule a report to run it's vitally important that the critical parameters for the report (i.e. reporting period) have default values which automatically roll forward as the months pass; this way you only need to schedule the report to run one rather than having the schedule the report to run in each period (if you get the distinction). Your Report Writer/ System Administrator will be able to help you if you need parameter default values changing.

The first step is to go to the report URL;
SSRS "Specify Parameter Values"-default Report Web page

At the top-left is an "Actions" menu, from this drop down select "Subscribe";
Subscription Properties Web Page
On this page you can select how the subscription should be delivered (i.e. email, windows file share, Sharepoint document library) and the frequency that the report should run on and the delivery preferences (i.e. Excel file, web archive, etc).

Generally most of these you will want to leave as default except the "Delivery Event";
Subscription Options: Delivery Event

As you can see you have in essence three options;
  • When a report snapshot is created: This option is only relevant if you are using reporting snapshots. If you aren't sure (or don't know what one is) then this isn't the option to pick. Usually snapshots will be managed by your system administrator
  • On a shared schedule: Your administrator can set-up "shared schedules" on the server which allow multiple reports to be scheduled within a window and, in the event of scheduled downtime for instance, that window to be moved around. By attaching your report to a shared schedule it puts the execution of your report in the hands of the system administrator - this makes it a log easier for the System Administrator but if your report *must* run at a set time then this is not the option to pick
  • On a custom schedule: You are most likely to choose this option, this gives you complete free reign on when your report executes and how often it executes
If you select "On a custom schedule" and then click "Configure" you will be presented with the following screen;
Subscription Options: Defining a Custom Schedule
Changing the frequency at the top allows you to adjust the schedule. If you need a more complex schedule (for example run every Tuesday and on the First of the month) then you will need to configure multiple subscriptions in order to handle your request - there is no limit to the number of subscriptions you can create so this shouldn't be a problem.

Once you've defined your schedule you now need to pick the parameters for your report;
Report Subscription Parameters
As a general rule unless there is a specific reason to not use "Use Report Default Value" then I'd recommend you stick with that.

When all your parameters have a value click "OK" at the bottom of the web page, you will then be presented with the "Manage Subscriptions" page for this report showing your new subscription;
Manage Subscriptions Page for Report
If you with to add other subscriptions (i.e. you have a complex schedule which needs them) then you can click "Add Subscription" otherwise click "Close".

NOTE: If you ever want to un-subscribe from a report find the report in the document library, hover over it for a few seconds until the drop down menu appears, and then select "Manage Subscriptions".

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