Subscriptions and Delivery (SSRS)

Understanding SSRS Subscriptions and Delivery

SQL Server Reporting Services (SSRS) enables users to create and manage report subscriptions. A subscription automates report processing and delivery to a specified audience. This documentation provides a comprehensive overview of how to set up, configure, and manage subscriptions for your SSRS reports.

What are SSRS Subscriptions?

SSRS subscriptions are scheduled events that trigger the rendering and delivery of a report. They are essential for distributing up-to-date information to stakeholders without requiring manual intervention. Key components include:

• Report: The specific report to be subscribed to.
• Schedule: When the subscription should run (e.g., daily, weekly, monthly).
• Parameters: Values to be passed to the report at runtime, if applicable.
• Delivery Extension: How the report should be delivered (e.g., email, file share).
• Recipient(s): Who will receive the report.

Creating a Subscription

Subscriptions can be created through either the web portal or SQL Server Management Studio (SSMS).

Using the Web Portal:

1. Navigate to the report in the SSRS web portal.
2. Click the ellipsis (...) next to the report name and select "Manage".
3. In the report management page, click on "Subscriptions".
4. Click "New Subscription".
5. Configure the subscription details: select a Delivery Extension, provide recipient information, set the schedule, and choose any necessary report parameters.
6. Click "Create Subscription".

Using SQL Server Management Studio (SSMS):

1. Connect to your SSRS Report Server instance in SSMS.
2. Expand "Reports" and then "Report Folders".
3. Locate the report, right-click on it, and select "Properties".
4. Navigate to the "Subscriptions" tab.
5. Click "New Subscription".
6. Fill in the subscription details and click "OK".

Delivery Extensions

SSRS supports various delivery extensions to suit different needs:

• Email: Delivers reports as attachments or links via email.
• File Share: Saves reports to a specified network folder.
• Null Delivery: Used for archiving or for subscriptions that only perform an action without actual delivery.
• Custom Delivery Extensions: Developers can create custom extensions for integration with other systems.

Managing Subscriptions

Administrators and users with appropriate permissions can manage existing subscriptions:

• View active subscriptions.
• Edit subscription settings.
• Delete subscriptions.
• Manually run a subscription.
• Monitor subscription status and history.

Common Scenarios and Best Practices

• Scheduled Reporting: Distribute daily sales reports to management.
• Alerting: Notify stakeholders when a key performance indicator (KPI) threshold is crossed.
• Data Archiving: Save historical report versions to a file share for compliance.
• Performance: Avoid over-subscription or excessively frequent schedules, as this can impact server performance.
• Security: Be mindful of who has access to view, create, and manage subscriptions.

Troubleshooting

If subscriptions are not running as expected, check the following:

• Event Viewer: Review the SSRS logs in the Windows Event Viewer for detailed error messages.
• Service Account Permissions: Verify that the SSRS service account has the required credentials and permissions.
• Schedule Configuration: Ensure the schedule is correctly defined and the server time is accurate.
• Delivery Settings: Confirm that email server settings or file share paths are valid and accessible.
• Report Parameters: If parameters are used, ensure they are correctly supplied.