Adding or modifying schedule distribution options for a burstable and non-burstable report

  1. Access the required report.
  2. Click Bursting and Distribution. The Distribution Options screen is displayed.
  3. Specify this information:
    Burst Report
    For a burst report, select this check box to burst the scheduled report. Otherwise leave blank. Before you can distribute a report using bursting, you must have set up the report's bursting options.
    E-mail Distribution
    Optionally, to distribute the bursted reports using email, select this check box and select All Report Users and Roles from the Recipient. In order to allow email distribution, the users to whom you want to email the report must be set up Framework Services.
    Select who should receive the scheduled report using email. Select Report Owner to send the report to the owner, only. Select All Report Users and Roles to send the report to all individual and grouped users. When you select this option, Reporting Services sends the report to the users and roles that you specified on the report or the override users and roles that you set up on the schedule. To specify users and roles on the schedule, Click the Schedule Details Report Users link.
    Message Format
    Specify how you want the report to be included in the email. Consider the following options:
    • Selecting Link includes a link to the report. When users receive the email and clicks the link, they will get the report directly from the Reporting Services repository using the method, View or Creation Time, that was specified in the report's bursting options.
    • Selecting Attachment includes a .pdf file of the report in the email.
    • Selecting Text does not contain any attachment and does not contain a URL link to the report. It is an email that was set up by the user for the Report Schedule.

    Specify the email's subject line.

    Specify the text that you want to include in the email.
    HTML Format
    Select this check box to send the email in HTML format. If you do not select this option, Reporting Services sends the email in ASCII format.
    Include Unsubscribe Link
    Select this check box to include a link that allows the email recipient to unsubscribe to the email alert.
    Send as a BCC
    Select this check box to send the message as a blind carbon copy. Selecting this option hides the subscriber list so that only the recipient's name appears on the email message.
    Printer Distribution
    Note: You cannot burst a report to a printer because Reporting Services does not allow you to map an individual user to an individual printer.
    Leave this option unchecked for a burstable report.
    For a non-burstable report, specify whether you want to send the report to a printer. The report is filtered through any report parameters attached to the report.
    Note: You can set up multiple schedules with different attributes and printer destinations. That way you can send reports containing specific content to specific printers.
    For a burstable report, do not select a printer option. For a non-burstable report, select the printer or printers that to which you want to send the report. This field displays the names of the printers that set up in Framework Services.
    Network Drive Distribution
    To distribute a report to a specific network drive, select this check box and select a network drive. The list is retrieved from the devices set up in Framework Services.
    Note: In order to allow network drive distribution, a network drive device must be set up in Framework Services.
    For non-bursted report, the instance file will be saved in the specified network drive location. A publication file will be saved in the specified network drive location if report is bursted by cached at creation time.
    The network drive distribution creates and saves the specified report when the schedule runs. The validity and security of the network drive and folders created in this function is not covered by the Reporting Services.
    SubFolder Creation
    An optional subfolder for creation may be specified. If an instance subfolder is specified, the instance file is saved in the specified subfolder. Leave it blank and the instance file is stored directly in the network drive path.
    Add subfolder for each publication
    For bursted reports, publications can be distributed in separate folders in the selected network drive. Select Add subfolder for each publication. A list of publication keys with text field for each to specify the subfolder name for each publication is displayed.
    Each publication subfolder is optional. If a subfolder name is supplied, the publication file is saved in the created publication subfolder. Leave the text field blank and the publication file is saved in the instance subfolder if not specified, it will be saved directly in the network drive path
    Note: The instance and publication subfolder text fields are configurable and follows the naming convention of Microsoft Windows Directory. Inner subfolders can also be defined by using \.
    Reporting Services variables and report parameters can also be identified and will be substituted with their corresponding values.
    To use report parameters, use the syntax ?parametername. For Reporting Services variables, use the syntax @variablename.
    For variables that can be used in subfolder creation, you can open the Reporting Services Administration screen on the Tools dashboard and access the Variable screen on the Server Administration to create a new report variables.
    This table shows system variables are not applicable for use as subfolder name:
    System Variable Result description
    @CurrentUser Does not return any value when scheduling runs
    @ReportAccessId When scheduling runs, the returned value is an error message Report Access ID is identified when a user is viewing a report.
    All variables and parameters which returns value containing characters not valid in naming convention of Microsoft Windows Directory, for example, @FSLocation and @SystemDate (M/d/yyyy). Network drive fails to create the subfolder and distribute reports.
  4. Click Save.