Subscriptions Overview Back to Previous

The Subscription setup for reports in REAS allows you to automatically generate a report once an event occurs. The most common event is when new data is made available in the application, but there are additional events. When the specified event occurs, the report is automatically run and delivered as defined in the subscription setup. The My Subscriptions page allows you to view all subscriptions for all reports currently defined for your user account.

Access points to subscribe to a report are available from the following options:

· Shared Reports or My Reports

· Report Output Page

The delivery methods are as follows:

· Personal View - this is a special run on demand subscription that is not specific to a timed event.

· History List - the report output is placed in your History List and is available for your review.

· Email - the report output is sent via email to the address specified in the subscription setup.

· File - the report is packaged and exported to the specified file format in the subscription setup.

If the report being requested includes prompts (e.g., selection list of States, HPI historical year and/or period) the parameters for the prompts will be determined by the access point for the subscription setup:

· Subscription from Shared Reports or My Reports folders - if you are setting up a subscription from the report option in either Shared or My Reports, the subscription setup page will include the report prompts for you to specify the parameters for the subscription. Once the prompts are defined, they will be used for every scheduled run of the report. See note below on multiple subscriptions set up or one report.

· Viewing report output - if you are setting up a subscription while viewing report output, the prompt parameters from your report request will be updated to the subscription. These parameters will be used each time the subscription is run. See note below on multiple subscriptions set up or one report.

Note: You may define as many subscriptions for one source report as needed to specify different report prompt parameters. The only requirement for setting up multiple subscriptions is to assign a different name to each one. The subscription names MUST be unique. When defining a subscription, the naming convention uses the report name and a system date/time stamp to ensure that the auto-assigned name is unique.

Personal View Subscription Option from Report Output Page Back to Previous

When you view the results of a report in the Report Output page, you may manipulate elements of the report to fit your business need (e.g., change the order of columns, apply a view filter, change page by options among other manipulations). Once you have the view of the output that best fits your needs, you may save the entire report as a custom report in your company subfolder in Shared Reports or your personal My Reports folder. Another option is to add the current view of the report as a Personal View subscription. These subscriptions are not run based on a scheduled event, they are run on demand and designed to allow the layout of a shared report to be customized for an individual.

Personal views are useful if you have a base report available to all individuals in your workgroup, but each individual prefers a specific layout (or view) of the output. The difference between a Personal View of a base report and saving it as a new report are as follows:

· Personal Views are linked to the original base report while custom reports saved in your company folder within Shared Reports or your personal My Reports are standalone and not linked to any other report.

· Personal Views must have the same data elements as the base report it is linked to while you may add or remove data elements from your custom reports saved in your company folder within Shared Reports or your personal My Reports and resave the report.

What is saved in the Personal View:

· A link to the report the view is based on which defines the report filter and the data elements included in the output (NOTE: Although you can change the layout, you cannot remove or add any data elements prior to defining the personal view).

· View filters applied to the output.

· Changes to Page By setup and selections.

· Changes to the layout of the output (e.g., removing attributes or metrics off the grid but still keeping the data element as part of the output; changes to sort order).

To set up a Personal View,

	After you run a report and access the results in the Report Output page, you may modify the layout of the report to best display the output to meet your business needs. Once you get the report in the view that best suits your needs, open the file menu and select the Personal View option.
	The Create Personal View dialog is presented for you to name your personal view of the current layout of the report. The default name is the name of the source report with a date and time stamp (each personal view must have a unique name). Update the name of the personal view and click the OK button.
	Once you click the OK button, a notification is presented that the Personal View has been created with a hyperlink to the Personal View list in My Subscriptions.
	When you click the link, your Personal Views are displayed in the My Subscriptions page. Each view is a hyperlink that will run the report when clicked.

Subscription Option from Shared Reports or My Reports Back to Previous

When accessing the Shared Reports or My Reports page, each report in the list includes an option to add a subscription. When you select this option, the My Subscriptions page is displayed for the selected report. From the My Subscriptions page you can select the type of subscription you wish to define for the report.

	When you access the Shared Reports or My Reports pages, each report includes an option for Subscriptions. When you click the option for Subscriptions, the My Subscriptions page is presented for that individual report. You may view the current subscriptions defined for the selected report, edit the subscription setup or create a new subscription.
	When you click the Subscriptions option, the My Subscription page is presented. Any subscriptions currently defined for the selected report are displayed on this page.
	You may edit the setup for the existing subscription. The Personalize icon is presented to indicate the report has additional parameters from prompts. The Edit icon allows you to edit the entire subscription setup for schedule and delivery as well as any prompt parameters required to run the report subscription. The Prompts icon allows you to view and modify just the prompt parameters for the report subscription. If the report does not include prompts, this icon will not be displayed.
	You may add a new subscription by clicking on the Add Subscription option for the desired delivery method. Note: Each subscription must have a unique name. If you use an existing subscription name, the current subscription will be overridden with the new setup. Note: If the report you are defining for the subscription includes prompts, the subscription setup will include the prompt page for the report when selected from this page. Click here for steps to output to History List. Click here for steps to output to Email. Click here for steps to output to File.

Subscription Option from Report Output Page Back to Previous

When viewing output from the Report Output page, the Home menu includes an option to define a subscription. If the report included prompts to generate the output, the subscription setup will default to the prompt selections used to generate the output to the History List. This cannot be changed when defining the subscription, but may be changed by accessing the My Subscriptions page and selecting the Personalize option to modify the prompt setup.

When you access the Report Output page to view a generated report, the Home menu includes an option to define a subscription for the

When you click the Subscriptions option, the Subscription Setup dialog is presented based on the target subscription output.

Click here for steps to output to History List.

Click here for steps to output to Email.

Click here for steps to output to File.

Subscription Setup for Output to History List Back to Previous

When defining a subscription to History List, the report is automatically run once the specified event occurs. The output will be placed in your History List and, if specified, an email notification is forwarded to the address you entered for the subscription.

The following subscription setup page is presented to define a subscription to History List.

	Name and Report You can specify the file name for the output report. This defaults to the Report Name with a date/time stamp, but may be changed as needed. When defining multiple subscriptions for one report, the subscription names must be unique. The source Report Name as it appears in REAS is displayed as output only.
	Schedule This option allows you to specify the event that will generate the report. The options are on data update which will run the report automatically when new data is posted.
	To This option automatically inserts your user account. This cannot be changed. Run Subscription Immediately When checked, the Run Subscription Immediately option will send a preview of the report to your History List when you click the OK button to update the subscription.
	Advanced Options You must specify if you wish to overwrite any existing report of the same name in your History List and the cutoff date for delivery of the subscription report. If you check the box to overwrite older versions of itself in the History List, when the subscription is run (either on the scheduled event or by checking Run Subscription Immediately), any report that was run as a subscription with the same name will be deleted from your History List (Note: Reports with the same name NOT run as a Subscription will NOT be deleted).
	Delivery Notification If checked, an email will be sent to the specified address to notify you that the subscription request was delivered to your History List. The email field is a drop down selection list; you must define the email addresses you wish to use in the Preferences setup for Email Addresses.
	Prompts (if applicable) When defining a subscription from Shared Reports or My Reports for a prompted report, the prompts are presented for you to define the parameters for the report request. When defining a subscription from the Report Output page after the report is generated, the prompts used to generate the current output are used by default for the subscription. You may only change the prompt setup from the Personalize option on the My Subscriptions page.

Subscription Setup for Output to Email Back to Previous

When defining a subscription to Email, the report is automatically run once the specified event occurs. Where the output is placed depends on the option you specified for delivery; there are four options as follows:

· Data in Email - embeds/attaches the data in an email to the specified address with NO output to History List

· Data in Email and to History List - embeds/attaches the data in an email to the specified address AND outputs to History List

The following subscription setup page is presented to define a subscription to Email:

	Name and Report You can specify the file name for the subscription report. This defaults to the Report Name with a date/time stamp, but may be changed as needed. When defining multiple subscriptions for one report, the subscription names must be unique. The source Report Name as it appears in REAS is displayed as output only.
	Schedule This option allows you to specify the event that will generate the report. The options are on data update which will run the report automatically when new data is posted.
	Email Setup Details To - this option specifies the email address to receive the subscription delivery and provides a selection list for the emails defined in your Preferences. Send - this option allows you to specify the option for delivering the data (see list of options above). Delivery Format - this option allows you to specify the file format for the data in the email. If you select a file format other than HTML, the compression option is enabled and, if selected, the Advanced Options allows you to specify the zip file details. File Name - if you select a delivery format other than HTML, you may specify the File Name used to contain the output data. Subject and Message - allows you to customize the subject and the message text for the email that is sent for the delivery. Send a Preview Now - when checked, this option will send a preview of the report via email when you click the OK button to update the subscription.

	Advanced Options Compression options are disabled if the format is HTML or you have not selected the Compress Contents option in the Delivery Format setup. If you are compressing the output, these options allow you to specify a password to open the ZIP file and assign a name to the ZIP file that is created. You may also specify a cutoff date for the delivery.
	Prompts (if applicable) When defining a subscription from Shared Reports or My Reports for a prompted report, the prompts are presented for you to define the parameters for the report request. When defining a subscription from the Report Output page after the report is generated, the prompts used to generate the current output are used by default for the subscription. You may only change the prompt setup from the Personalize option on the My Subscriptions page.

Subscription Setup for Output to File Back to Previous

When defining a subscription to File, the report is automatically run once the specified event occurs. The output is placed on the FTP server for your user account and, if enabled, an email is sent to the specified address with a link to the FTP server. The file format for the export is defined in the subscription and may be one of the following:

· HTML - output is formatted in an HTML page

· PDF - output is formatted in a PDF file

· Excel - output is formatted in an Excel file

· Plain Text - output is formatted in a standard text file

· CSV - output is formatted in a text file with comma separate values

The following subscription setup page is presented to define a subscription to File:

	Subscription Name and Report You can specify the file name for the subscription report. This defaults to the Report Name with a date/time stamp, but may be changed as needed. When defining multiple subscriptions for one report, the subscription names must be unique. This field is not presented when you select the Send Now option for delivery. The source Report Name as it appears in REAS is displayed as output only.
	Schedule This option allows you to specify the event that will generate the report. The options for running the subscription allow you to specify on data update or Send Now which will run the subscription on demand this one time. Note: If you select Send Now, the subscription is run immediately and not retained. If you access an existing subscription that is set up to run for data update and change it to Send Now, the existing subscription will be deleted after it is run. When something other than Send Now is selected, there is a Send Preview Now checkbox that will send a preview of the report via the delivery method (e.g., email, file, History List) when you click OK to update the subscription.

	Location and Delivery Format Location - this option identifies the location for delivery; the location is hard coded to the FTP site for REAS and cannot be modified. Delivery Format - allows you to specify the format of the output file from the drop down list. You may also compress the contents of the file into a ZIP file and Expand Page By Fields. Expanding the Page By fields allows you to extract the entire output dataset. If you do not expand the Page By, the output will only include the default Page By selections. If you do expand the Page By, the output will include all combinations of Page By values. When expanding the Page By with Excel as the output, you will also be prompted to specify if each "page" of your output is to be placed on separate worksheets within the Excel file. File Name allows you to define the name of the file that is delivered. This defaults to the report name with the system date/time stamp to keep the name unique. You may change the delivery file name as needed. If you have selected any delivery method other than Send Now, you will see the Send a Preview Now checkbox under the File Name. When checked, a preview of the report is sent via the specified delivery method when you click the OK button .
	Advanced Options Compression options are disabled if you have not selected the Compress Contents option. If you are compressing the output, these options allow you to specify a password to open the ZIP file and assign a name to the ZIP file that is created. You may also specify a cutoff date for the delivery.
	Delivery Notification You may request an email notification when the report is generated and placed in your History List. You may select from the list of email accounts set up in your Preferences or add a new email to your list of accounts from the Send to a New Address hyperlink.
	Prompts (if applicable) When defining a subscription from Shared Reports or My Reports for a prompted report, the prompts are presented for you to define the parameters for the report request. When defining a subscription from the Report Output page after the report is generated, the prompts used to generate the current output are used by default for the subscription. You may only change the prompt setup from the Personalize option on the My Subscriptions page.