Report Subscriptions
Overview
Report Subscriptions provides a comprehensive overview of subscriptions to reports and dashboards across your organization. This report offers visibility into usage patterns, scheduling frequency, report and dashboard formats, and upcoming activity. Use this data to monitor workload, optimize report generation, ensure system efficiency, and prevent reaching report generation limits.
The report serves as a centralised tool for monitoring all data related to the Subscribe action for both dashboards and reports. See also, Subscribe to Dashboards and Reports
Report Subscriptions
The report is available for the system Administrators in the Administration application → Reports → Report Subscriptions.
Reported data
The centralised Reports Subscriptions page includes the following information:
- Report Generation Limits: Displays the maximum number of reports that can be generated per day based on the system-defined limits (see Global System Settings: Report Subscription) and tracks current usage of all active subscriptions based on their recurrence frequency (monthly, weekly, and bi-weekly). See also, Global System Settings: Report Subscription configuration.
- Subscriptions by creator: The pie chart gives insights about the users with high subscription activity and lists the users who created subscriptions, along with the number of subscriptions they own. See also, Subscribe to Dashboards and Reports
- Recurrences: Shows the number of subscriptions grouped by recurrence type (weekly, bi-weekly, monthly)
- Subscriptions for the next days: Shows the number of scheduled subscriptions per day for the upcoming 15 days. This helps forecast system load and identify days when report generation may approach or exceed configured limits. Based on this insight, administrators can adjust subscription settings, such as changing the cadence to less busy days, to prevent delivery failures caused by exceeding the daily processing limits.
- Top 10 subscriptions by report: Lists the top 10 most-subscribed dashboards and reports, based on the number of users in the subscriptions. This data helps identify popular content and prioritize its potential optimization.
- Subscriptions by file type: Show the distribution of subscription output formats (pdf, jpg, png), highlighting the preferred delivery format. Additionaly, the number in the donut chart provides the total number of currently created subscriptions in the system.
- Subscriptions by Applications: Displays from which applications the subscriptions were created most often, and allows tracking the adoption of Subscribe to Dashboards and Reports action and its usage across different business applications. Each segment of the pie chart represents an application (e.g., Service Desk, Service Catalog, etc.).
Managing subscriptions
The system Administrator can adjust some of the subscription's properties in case the user unsubscribed or the system-defined subscriptions processing limit is exceeded.
Click on the widget with the necessary data, for instance, Subscriptions for the next days to see the list of relevant subscriptions:
Select the item and click Edit:
The following properties can be edited:
- Recurrence and recurrence day
- Recipients list (users, roles, and e-mail addresses)
Format options, theme, color contrast, header, and footer display can not be modified.
When the changes made by the Administrator are saved, the owner of the subscription remains the same.
Filters
The report filtering panel has the following options:
- Keywords: filter data by specific words or phrases
- Created by: start writing the name and select from the suggested list of users in the system to filter the data by the report owners or creators
- Report: specify the title of the dashboard or report