Email subscriptions in SQL Server Reporting Services (SSRS) allow you to automate report delivery to users based on a schedule. This is especially helpful for operational or recurring reports, like daily sales summaries or weekly performance dashboards. In this blog, we will walk through how to set up email subscriptions in SSRS step by step.
What is an SSRS Email Subscription?
An email subscription in SSRS is a way to schedule a report to be delivered to one or more recipients via email at specified intervals. Users do not have to manually open the report each time — they receive it in their inbox with the latest data.
Prerequisites
Before creating an email subscription, ensure:
- SSRS is configured with an SMTP (mail) server.
- You have access to the report server (via web portal).
- The report has no user prompts that can’t be resolved at runtime (e.g., default parameter values should be set).
Steps to Create an Email Subscription in SSRS
1. Open SSRS Web Portal
Navigate to your SSRS Report Manager or Web Portal URL (e.g., http://yourserver/Reports).
2. Locate the Report
- Browse to the folder where your report is saved.
- Click the ellipsis (three dots) next to the report name.
- Select Manage.
3. Go to the Subscriptions Tab
- In the left panel, click on Subscriptions.
- Click New Subscription or + New Subscription.
4. Configure Email Settings
You will see the subscription configuration page with the following options:
- Delivered by: Select Email.
- To: Enter recipient email addresses (separate multiple with semicolons).
- Subject: Set a subject line (e.g., “Daily Sales Report”).
- Comment: Add a message body if needed.
- Render Format: Choose the format (PDF, Excel, Word, etc.).
- Include Link or Report: Decide if the email should include a link or attach the report.
5. Schedule the Report
- Choose Schedule Report Delivery.
- Set your schedule: daily, weekly, monthly, or custom.
- You can also configure time and recurrence settings.
6. Set Parameter Values (if applicable)
If your report uses parameters:
- Set default or fixed values for this subscription.
- These values will be used each time the report runs.
7. Save the Subscription
- Click OK or Create Subscription.
- Your report will now run and be emailed based on the schedule you set.
Best Practices
- Test First: Send a one-time subscription to yourself before adding multiple recipients.
- Use Distribution Lists: For larger teams, use email groups instead of individual addresses.
- Monitor Delivery: Check SSRS logs or subscription status for delivery issues.
- Parameter Setup: Ensure all parameters have default values to avoid runtime errors.
Conclusion
SSRS email subscriptions are a powerful feature for automating report delivery and keeping stakeholders informed. With a few clicks, you can ensure your reports reach the right people on time without manual intervention. Following the steps in this guide will help you streamline reporting and improve operational efficiency.
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Authored By:
Rahul Prajapati
Sr. Data Analyst