Manage subscriptions and test sends

The subscriptions list gathers every email subscription you can see: the ones you created and, when your role allows it, everyone's. Use it to check what is due next, edit or pause a subscription, send a test email to yourself or to every recipient and remove subscriptions you no longer need. To create a new one, see Email subscriptions.

Open the subscriptions list

• On the DataPrism home page, choose the Subscriptions tab. When you can create subscriptions, a Subscriptions link in the header opens the same list.
• The scope sets what you see: Mine lists the subscriptions you created, including the ones you set up for other people, and Everyone's shows all subscriptions and adds the Created by column. Everyone's needs View Others DataPrism Subscriptions; see Who can do what in DataPrism.
• Each row shows Report, Workspace, Model, Recipients, Status, Format, View, Schedule, Next run and Last sent. The Report column stays in place while you scroll and cannot be hidden; Created is hidden by default.
• Search matches the report, workspace, model and recipient text. If nothing matches, the table says No report, workspace, model or recipient matches "<query>".
• There is no paging: the scope shows as one list. The column menus sort and filter it, and the table keeps its own layout for Mine and Everyone's.
• New subscription starts a subscription from the list; you choose the report first.
• Exporting the list saves a file named dataprism-subscriptions.
• An empty Mine list says No subscriptions yet. Choose New subscription to get a report by email.; an empty Everyone's list says Nobody is subscribed to anything yet.
• If the list cannot load, it says The subscription list could not be loaded. with Try again.

What a row tells you

• Hover a Failing status to read the reason; when a retry is on its way, the tooltip adds Retrying automatically.
• Schedule names the frequency, every send time and the time zone, for example Daily at 09:00, 13:00 (Asia/Almaty).
• Next run shows when the report goes out next, in the subscription's time zone. It reads Paused while the subscription is paused and Pending when no next time is set yet.
• Last sent reads Not sent yet until the first send has gone out; after that it shows how long ago the send was, with the full time on hover.
• Recipients counts them, for example 2 recipients; hover to see the names and addresses.
• View says what the subscription sends: Author's view, one bookmark such as Bookmark: Q3 focus, or a story such as Story: all bookmarks, Story: Quarterly story (a group) or Story: 3 bookmarks. Someone else's own bookmark reads The creator's personal bookmark. See Email subscriptions.
• A missing value shows -, and a report without a title reads Untitled report.

Edit, pause or remove a subscription

Open a row's actions menu from its three-dot button, or right-click anywhere on the row. Click a row you can manage to open Edit subscription directly.

• Edit... opens Edit subscription.
• Send test email to me sends a test to you, and Send test email to all recipients sends one to everyone on the subscription. While a test runs, both are replaced by Sending test email...; see Send a test email.
• Pause stops the sends; Resume starts them again.
• Open report opens the report the subscription sends.
• Unsubscribe... removes the subscription after a confirmation.

You can always manage the subscriptions you created. To edit, pause or remove someone else's, you need Manage Others DataPrism Subscriptions. In a report's Email subscriptions dialog, the Existing tab offers the same pause, resume, test and remove controls for the rows you can manage.

In Edit subscription, change the schedule (frequency, days, times and Time zone), Format, View or Recipient visibility, then choose Save changes. Save changes stays off while two send times are less than 1 hour apart or the same. Any change to the schedule sets Next run again from now. Only the subscription's creator can pick one of their own bookmarks as its View. While the save runs, the button reads Saving... and the dialog cannot be closed. Subscription updated confirms it; if a save or removal fails, the message carries the reason. A subscription that already uses Excel keeps Excel while you edit, even when the report's eligibility for Excel cannot be checked again.

The dialog footer also carries Send test on a subscription you can manage. It opens Send test email to me and Send test email to all recipients, and either one sends the subscription's saved settings without saving the draft. While the draft differs from what is saved the button is off, and its tooltip reads Save changes to test the new settings: save first, then send the test. While a test runs the button reads Sending test....

Recipients cannot be changed. To change who receives the report, unsubscribe and create a new subscription.

To remove a subscription, choose Unsubscribe... and confirm in Unsubscribe?. The confirmation says who will stop receiving the report and warns that it cannot be undone. Choose Unsubscribe; Unsubscribed confirms it, and the subscription stops for everyone it was sending to.

Send a test email

A test email renders the report now from the saved settings. Send test email to me delivers it to your inbox only. Send test email to all recipients delivers it to everyone on the subscription, the way a scheduled send would. Neither one moves Next run.

1. Open the subscription's menu, or Send test in the edit dialog, and choose Send test email to me or Send test email to all recipients. While the test runs, the menu shows Sending test email....
2. For all recipients with more than 10 people, confirm Send test to 12 people? ("Everyone on this subscription will receive this test email.") with Send test, or choose Cancel. With 10 or fewer, nothing is asked.
3. Test send started appears. For you, the report is being rendered and emailed to you; recipients are not emailed. For all recipients, it reads, for example, "Sending a test email to 12 recipients."
4. The result arrives on its own, even if you leave the page. DataPrism waits up to 15 minutes, then shows one of the messages below.

• One test runs per subscription at a time, and a test to all recipients can run once every 5 minutes per subscription.
• In a test to all recipients, each recipient gets the report under their own row-level security, roles are expanded to the people who hold them now, and Recipient visibility applies. The subject starts with [Test] and the email is labelled Test send.
• A test to all recipients needs Subscribe Others to DataPrism Reports, unless the subscription goes only to you.
• If the server has more detail, its own line replaces the standard wording.
• The send log lives in Audit, sign-in and notification logs.

Questions, answered

Why do some rows show only Open report?

You can manage the subscriptions you created. Other people's rows show the full menu only when you hold Manage Others DataPrism Subscriptions; without it, their menu keeps Open report only, so you can still jump to the report. See Who can do what in DataPrism.

What does the Failing status mean?

The last send did not go through. Hover the status to read the reason; when a retry is on its way, the tooltip adds Retrying automatically. See Troubleshooting for the messages a failing send can show.

Why does Next run say Pending?

No next send time is set yet. The time appears once the server schedules the next run; a paused subscription reads Paused instead.

How do I pause or resume a subscription?

Open the subscription's menu and choose Pause; its Next run then reads Paused. Choose Resume to start the sends again.

Can I add someone to an existing subscription?

No. Edit... changes the schedule, Format, View and Recipient visibility only. To change the recipients, unsubscribe and create a new subscription.

Can I undo an unsubscribe?

No. The confirmation warns that it cannot be undone. If you need the subscription back, create a new one for the same report.

Who receives a test email?

The people you choose. Send test email to me sends it to your inbox only. Send test email to all recipients sends it to everyone on the subscription, each under their own row-level security, and asks first when that is more than 10 people.

What happens if I leave the page while a test is running?

Nothing is lost. The test is watched for you, and its result appears as a message when it finishes, even if you close the dialog or move to another page. DataPrism waits up to 15 minutes; after that you see Test send still running, and if the result is no longer available, Test send result unavailable.

Why did I get Test send already running?

A test for this subscription is already in progress. Nothing failed, and the earlier test may still arrive; wait for its result before sending another.

Why do some names show as User #42?

The list shows a name and email when it can load them. Where it cannot, it falls back to a short form such as User #42 or Role #7, and a role row still notes Everyone who holds this role.

Why don't I see the Subscriptions tab?

The tab needs a subscription permission: Subscribe to DataPrism Reports, Subscribe Others to DataPrism Reports or View Others DataPrism Subscriptions. Ask an administrator to add one to your role. See Who can do what in DataPrism.

Why can my subscription keep Excel when new ones cannot?

The edit dialog keeps Excel on a subscription that already uses it, even when it cannot check the report's eligibility again. New subscriptions still offer Excel only for a report with exactly one page and a single table.