The "Report subscription for employees" function enables system administrators to subscribe users, groups of users, or clients to a report so that subscribers automatically receive on-screen reports at their email addresses on the desired days.
The ability to create a subscription is subject to a whitelist approach, and the generated report results are based on the subscriber's "Default" report, such as their preferred "Default" filter conditions and columns rather than all saved searches. This page explains how Report Subscriptions can be enabled per group and how active subscriptions can be viewed.
Functions of the “Report Subscription for employees” Manager
Viewing Report Subscriptions
Report subscriptions can be viewed by System Administrators in the "Report subscription for employees" function accessed via the "Settings > Report" menu path. On opening the function the "Report subscription for employees" tab will show a list of all current report subscriptions with details including the "Report name", “Status” and "Scheduling" when the report is automatically generated and then distributed.
In addition to viewing report subscriptions, the following actions are possible:
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edit the subscription by highlighting the subscription and clicking the "Edit" icon
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The subscription can be deleted by highlighting it and selecting the "Delete" icon.
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edit/assign default clearances
Creating/Editing report subscription
Report
On the “Description” tab, the report to be sent to subscribers can be selected. Only one report can be selected. Only reports for which the administrator has at least view access rights are shown.
Status
The status decides if the report should be sent to the subscribers or not. If inactive, the report is not sent.
Scheduling
When the Daily option is selected, the report is sent to subscribers every day.
When the Every x week(s) on Monday/Tuesday/.../Sunday option is selected, the report is sent on the specified days every x weeks.
When the Every month on day x option is selected, the report is sent on that day each month. If the specified day does not exist in a particular month (e.g., February 30th), the report is sent on the last day of that month instead.
Adding subscribers
Report subscriptions are based on a whitelist approach. System Administrators can authorize subscribers in the "Report subscriptions for employees" function while creating a new subscription or editing an existing subscription: 1) in the "Subscribers" tab, 2) by selecting the Add "+" icon to launch a pop-up window, and 3) by searching for and highlighting the desired "Users", "Groups" or "Clients" and selecting the "Add" button.
When the desired selections have been added, they are displayed in italics, and the pop-up can be "Closed" without further saving. Users displayed in the "Subscribers" list, or assigned to groups or clients within the list, receive the report according to the scheduling selected in the description tab.
Only those users, groups and clients are shown for which the administrator has minimum view rights.
Only users, groups, and clients for which the administrator has at least view rights are shown.
Subscribers receive the reports only if they have at least view rights to the subscribed reports.
Users added to a new group assigned to a report’s clearances must log out and log back in before the subscription takes effect. Otherwise, they will not receive report notifications until the next cron job runs.
Due to the impact the report generation can have on database loads, it is highly recommended to limit the subscription to select groups or users to avoid performance impact on the system.
Report Subscription Timings
Precondition: Users must have logged in to the system at least once before the job runs. Otherwise, they will not receive the report subscription.
Report subscription timings are controlled by a scheduled job called "OSReportsSubscriptionJob".
This scheduled cron job is accessible via the "Scheduled jobs" manager (if configured) in the "Settings" navigation.
If the job does not exist, it can be created using the "Create" icon and searching for the job name in the "Processor name" field. If it is saved as a "Planned task", the timing can be edited in the GUI and the job runs automatically.
Due to the impact the report generation can have on database loads, it is highly recommended to run this job outside of business hours e.g. in the night to avoid performance issues for the users of the system.
If assistance with the scheduled job timing or menu creation is required, please create a “2nd level support” ticket on the Scheer imc Support desk.
Related Functions