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Scheduling reports with subscriptions

Subscription reports let you schedule recurring emails containing a PDF of your preferred sheets or chart. You can set your desired filters and have a PDF report with the newest data delivered to your inbox at a scheduled time. For example, you could receive overnight order information in an email every morning. You can edit subscriptions you own at any time.

Subscriptions follow the same access rules as apps, data, and spaces. Owners and recipients are restricted according to section access, permissions, and user allocations.

A subscription report email contains:

  • A PDF of the subscribed visualization or sheets as an attachment. The PDF resolution will be 300 DPI.

  • An image of the visualization. There is no image if you subscribe to one or more sheets.

  • A link to the app, so you can see the original point of analysis. If the subscription includes more than one sheet, the first sheet in the list is opened.

  • A link to your subscription management page.

    A subscription report email with image and PDF attachment.

When to use it

Subscriptions are generated based on the schedule you set. You should create a subscription if:

  • You want regular updates on a chart or up to 10 sheets.

  • You do not need to set up something as mathematically complex as an alert.

  • You want to produce an export of up to 10 sheets or a chart on a schedule.

  • Your recipients have access to Qlik Sense.

Other ways to share data insights

If you want to receive notifications when certain conditions are met in your data, see Monitoring data with alerts. Alerts are evaluated based on data reloads and are sent based on data exceptions. Alerts can also trigger on a schedule, but you still need to create a condition or target to save an alert. You can add Qlik users to an alert.

If you want to generate customizable reports based on an entire app and send them to recipients outside of your Qlik Sense environment, see Automated reporting using the Qlik Reporting Service.

Prerequisites

Subscriptions have the following prerequisites:

  • Subscriptions must be turned on by a Qlik Sense admin. For more information, see Managing report subscriptions.
  • You need a valid email address configured in Qlik Sense.

  • You need to have view permissions for the app in which you are creating subscriptions.

Information note If the app is deleted, any subscriptions related to it will still exist. However, they will fail to generate.

App settings saved in subscriptions

When you create a subscription, the following settings are saved:

  • Selections

  • Visualization properties: layout, colors, legend, labels, and more. For information on applying these properties, see Visual exploration.

  • JavaScript options: languages, themes, variables, or deviceTypes

    DeviceType might be auto, touch, or desktop. The value depends on the touch screen mode toggle in your Qlik Sense app. If touch screen mode is on, the deviceType will be touch. Otherwise it will be auto or desktop.

These options are applied each time the report is generated. For example: you create a subscription in an app that uses Theme1. The app is later changed to Theme2. The subscription report will continue to use Theme1.

Creating a subscription

You can create a subscription based on a visualization or a sheet. When you create a subscription, you become the owner. If you own a subscription, you can add recipients to it. For more information, see Sharing a subscription. If you create a subscription based on a sheet, you can add up to 10 sheets to the subscription.

  1. Open the sheet in analysis mode. Do one of the following:

    • Right-click on a visualization, and select Subscribe.

    • On the top bar, click Navigation, and select Subscribe to sheet.

  2. Email

    Enter a Title for the subscription. This will be used as the email subject.

    You can also enter a Description. This will appear in the body of the email. This section can be used to differentiate between subscriptions that are similar.

    For example: Weekly sales - East coast and Weekly Sales - West coast.

  3. Sheets

    If you based the subscription on a sheet, you can add more sheets to the subscription. The maximum number of sheets is 10.

    You can sort the sheets to control in which order they are displayed in the email.

  4. Send email

    Choose how often the subscription will generate a report. The time you set is when report generation will start, not when the report will be received:

    • Daily: choose what time the report will be generated each day.

    • Weekly: choose which days of the week the report will be sent. You can select as many days as you want.

    • Monthly: choose which days of the month the report will be sent. You can select as many days as you want.

  5. Time

    Choose the time of day the subscription will send a report.

    This is the time the report will be added to the queue for generation. It is not the time you will receive the report. To learn about report generation times, see Report emails not arriving when scheduled.

  6. Turn on Add users to subscription to add recipients to the subscription.

  7. Click Subscribe.

Sharing a subscription

You can add recipients to a subscription if:

  • You own the subscription.

  • The sheets are public.

  • The recipient has access to the app. If they do not have access, they will be added to the subscription, but they will not receive reports. Once they get permission to access the app, you can edit the subscription and add them.

Recipients do not receive a notification when they are added or removed from a subscription.

Managing your subscriptions

Select Subscriptions in the hub profile menu to manage subscriptions.

Click a subscription to see more details. The action menu to the right of each subscription has several actions.

If you receive a subscription, but do not own it, you will have the following options:

  • Details: View subscription details such as last sent, scheduled, and created. You can also view a list of all sheets that are included in the subscription and open them in the app.

  • View in app: Open the sheet or chart in the app. If the subscription includes more than one sheet, the first sheet in the list is opened.

  • Unsubscribe: Remove yourself from a subscription.

If you are the subscription owner, you will have the following options:

  • Details: View subscription details such as last sent, scheduled, and created. Owners can also use this section to edit, send, enable/disable, or delete the subscription.
  • Recipients: View and edit the recipients list.

  • Edit: Change subscription details or schedule.

  • Send now: Send the report immediately.

  • View in app: Open the sheet or chart in the app. If the subscription includes more than one sheet, the first sheet in the list is opened.

  • Enable/Disable: Turn scheduled emails on and off. You can still send a report using Send now.

  • Delete: Delete the subscription. This cannot be undone.

Limitations

  • You can create up to 100 subscriptions.

  • You can include up to 10 sheets.

  • A subscription can have up to 20 recipients.

  • If a subscription fails to generate three times, it will be turned off.

  • If export fails for one or more sheets in the subscription, the report will not be generated. Possible causes:

    • The recipient does not have access to all sheets in the subscription.

    • A sheet has been deleted.

  • You cannot subscribe to:

Consider the following limitations that apply to subscribing to app content. These limits are checked when you click Subscribe. If you exceed any limits, you'll see an error message.

  • Maximum number of fields in the selections: 125

  • Maximum number of field values in the selections: 150,000 total field values across one or many fields

  • Maximum number of alternate states: 125

  • Maximum number of patches: 100

  • Maximum number of variables: 1,100

  • Maximum image size: 4,000 x 4,000 pixels

  • Minimum image size: 5 x 5 pixels for charts and 20 x 20 pixels for sheets

Troubleshooting

Report emails not arriving when scheduled

A report subscription is set to start at a specific time, but does not arrive in your email inbox until hours later.

Possible cause  

The time set in the subscription is the time report generation starts, not the time it arrives in your inbox. The time it takes for a report to generate depends on several factors. Most notably:

  • Number of active Qlik Sense users

  • Number of active or queued processes: alerts, data reloads, subscriptions

Proposed action  

Set your subscription to run at a non-peak time. If you and your recipients start work at 9 AM, set your subscriptions to run at 6 AM.