Email subscriptions

A subscription emails a report on a schedule as a PowerPoint, PDF or Excel file. Use it when people need the latest numbers in their inbox without opening DataPrism.

Subscribe to a report

You need a subscribe permission to see Subscribe. See Who can do what in DataPrism.

1. Open the report and click Subscribe in the report header. You can also choose Subscribe to email from the report's menu in the workspace, or New subscription on the Subscriptions list.
2. If the dialog opens on Existing, click New subscription. It opens on New subscription when the report has no subscriptions yet.
3. In Schedule, choose Frequency (Daily, Weekdays, Weekly or Monthly) and set Time. For Weekly, choose a day from Mon to Sun. For Monthly, choose a Day of month. The Sends line previews the schedule.
4. Under Format, choose PPTX, PDF or Excel.
5. Under Recipient visibility, choose Hidden (BCC) or Visible (To).
6. Leave the mode on Myself, or choose Others and add recipients under Subscribing.
7. Click Subscribe. A "Subscribed" message confirms it, and the report arrives on schedule.
8. When a subscription exists, the header button reads Subscribed, and its description reads "You get this report by email - view or manage your subscriptions".

Settings and defaults

Others needs the Subscribe Others to DataPrism Reports permission (see Permissions below). Weekdays sends Monday to Friday.

For Monthly, choosing day 29 or later means shorter months send on their last day. The form says "Shorter months send on their last day."

Recipients

• Myself delivers the report to you only. In Myself mode the recipients panel stays locked and reads "Switch to Others to add people, roles, or email addresses."
• Others lets you add recipients in two ways. Use the Search users and roles box and click a user or role to add it; a role reads Everyone who holds this role. Or type an address under Or an email address and click Add; Enter adds a valid address too.
• Each recipient gets the report under their own row-level security. A recipient who would see no rows gets a warning: "{email} won't see any data (not covered by row-level security)". If the model uses SQL-based row-level security, the form notes that the data depends on the rule. Neither note blocks the subscription. See Row-level security and View as.

Manage your subscriptions

Open the Subscriptions tab on the DataPrism home page. The list shows Report, Workspace, Model, Recipients, Status, Format, Schedule, Next run, Last sent and, in the Everyone's scope, Created by.

Use the scope above the list to switch between Mine and Everyone's. Everyone's appears only if you hold View Everyone's DataPrism Subscriptions.

Open a subscription's menu for its actions: Edit..., Send test email to me, Pause or Resume, Open report and Unsubscribe.... They appear for subscriptions you can manage, and you can always manage the ones you created.

• Edit... changes Schedule, Format and Recipient visibility. An existing Excel subscription keeps Excel even when its report no longer qualifies. It cannot change recipients.
• Pause stops the sends; Resume starts them again with the same settings.
• Unsubscribe... asks you to confirm. It stops the subscription for all its recipients.

More about the list, the edit dialog and test sends is on Manage subscriptions and test sends.

Send a test email

1. Find the subscription in the Subscriptions list and open its menu.
2. Choose Send test email to me. The item reads Sending test email... while the test runs.
3. A "Test send started" message says the report is being rendered and emailed to you; recipients are not emailed.
4. When the test finishes, DataPrism shows one result: "Test email sent to you", "Test email sent with warnings", "Test email skipped" or "Test email failed". While it is still running it reads "Test send still running".

• A test email goes only to you, and its subject starts with [Test] .
• Your account needs an email address to receive a test. Without one the test does not start: "Your account has no email on file to send the test to."
• One test per subscription runs at a time. A second one is refused: "A test send for this subscription is already running."
• You do not need to keep the window open for the result; it can take a few minutes and stays available for about an hour. If the server restarted mid-test, it says "The server running this test send stopped before it finished. Check the send log." If the result has expired, it says "The test send result is no longer available; check the send log."

What happens when a send fails

• If a send fails, DataPrism retries it once, a few minutes later. The status reads Failing until a send succeeds.
• If the retry fails too, the subscription waits for its next scheduled time.
• Some failures are not retried. These include an attachment over the size limit and an Excel report that is no longer one page with a single table. They wait for the next scheduled time.
• When no recipient resolves, for example a deleted user, an empty role or a deactivated account, the send is skipped and the status reads Failing: "No recipients resolved (deleted user, empty role, or deactivated account)."
• Deliveries can arrive a few minutes after the time you set.

Every send is recorded. To read the history, open Observability > Logs > Subscriptions. See Audit, sign-in and notification logs. For other problems, see Troubleshooting.

Permissions

You can always edit, pause and unsubscribe the subscriptions you created.

Limits and edge cases

• Excel works only for a report with exactly one page and a single table; a matrix does not count. Otherwise the option is disabled with the tooltip "Excel subscriptions need exactly one page with a single table".
• Excel also needs Export DataPrism Report Data. Without it, saving fails with 'Excel subscriptions need the "Export DataPrism Report Data" permission.'
• PPTX and PDF subscriptions need the server renderer. Where it is not available, saving is refused with "PDF subscriptions need the server renderer, which is not configured on this environment.", and a send fails with "The server renderer is not configured on this environment, so PPTX and PDF subscriptions cannot be sent."
• An attachment larger than 20 MB is not sent; the send fails with "The attachment exceeds the 20MB limit."
• A report with no title reads as Untitled report.
• Email copies are separate from manual exports; see Export reports and data.
• Slides has its own email subscriptions. See Email subscriptions.

Questions, answered

Why did the email arrive at a different time from the one I set?

Schedules use the server's clock, not your browser's, and sends are checked every 5 minutes. A delivery can arrive a few minutes after its time.

Why is Excel greyed out?

Excel needs a report with exactly one page and a single table. Hover over Excel to read the tooltip.

Do recipients see my data or theirs?

Their own. Each recipient gets the report under their own row-level security.

Can I send to someone outside my company?

Yes, if you hold Subscribe Others to DataPrism Reports. Type their address under Or an email address and click Add. If the report has row-level security, the form warns you when that address will see no data.

Will recipients see each other's addresses?

Not with Hidden (BCC), which is the default. Visible (To) shows every address.

Why does the status say Failing?

Hover over the status to read the reason. A failed send is retried once, a few minutes later. If the retry fails, the subscription waits for its next scheduled time. A send that finds no recipients is also marked Failing.

What happens if I choose day 31 for a monthly subscription?

In shorter months, the report is sent on the last day of the month.

Does a test email go to everyone?

No. A test email goes only to you. Recipients receive nothing.

Can I change the recipients of a subscription?

No. Edit... changes the schedule, format and recipient visibility only. To change recipients, unsubscribe and create a new subscription.

The attachment was too large. What now?

Attachments are capped at 20 MB. Reduce the number of pages or visuals in the report, then send a test email to check the size.

Why can I not see the Subscribe button?

You need Subscribe to DataPrism Reports or Subscribe Others to DataPrism Reports. Ask an administrator to add one of them to your role.