> For the complete documentation index, see [llms.txt](https://docs.phocassoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.phocassoftware.com/analytics/manage-subscriptions.md). # Manage subscriptions Stay on top of important changes by subscribing to favorites, dashboards, and alerts and receiving email notifications when they update. {% hint style="warning" %} The information on this page covers subscriptions in the Analytics, Dashboards and Financial Statements modules. For Flex Modes, see Manage subscriptions. {% endhint %} {% hint style="info" %} **User permissions**: * To subscribe to favorites and alerts, you need **Favorites** > **Subscribe**. * To subscribe to dashboards, you need **Dashboards** > **Subscribe**. * For favorites and alerts, the available file types depend on your **Query** > **Export** permissions. {% endhint %} {% hint style="info" %} **Note for administrators**: * Before users can subscribe to items, [configure the SMTP settings](/administration/configuration.md#smtp). * You control the available file types with the **Query** > **Export** [user permissions](/administration/users/add-update-user/user-permissions.md#query-permissions). * You can also [manage subscriptions](/administration/subscriptions-administration.md) across your organization: * Subscribe or unsubscribe users on their behalf. * Edit users' subscription settings. * View who is subscribed to an item. * Control available subscription file types. {% endhint %} Phocas sends subscription emails to the address in your account settings. You can subscribe yourself to items. Sharing an item does not subscribe anyone automatically. ## Access the Subscribe option There are several ways to start a subscription. ### From your homepage On your homepage, locate the dashboard, favorite, Flex favorite, or alert. Click its menu button, then click **Subscribe**.

### From a dashboard, favorite, or alert You can subscribe to dashboards, favorites, and alerts in Analytics and Financial Statements. * Open the dashboard, favorite, or alert. Click the blue arrow next to its name, then click **Subscribe**. * When creating an alert, click **Create & Subscribe** in the **Create Alert** window.

## Configure the subscription In the **Subscribe** window, select how and when you want to receive emails, then select **Save**. The available options depend on the item type:


Option	Available for	Details
Type	Favorites and alerts in Analytics and Financial Statements	Select the attached file format: PDF, CSV, XLSX, or HTML.
Frequency: On scheduled database build	Favorites and alerts in Analytics and Financial Statements	Sends an email whenever the underlying database builds.
Frequency: Daily, Weekly, or Monthly	Dashboards, favorites, and alerts in Analytics and Financial Statements	Sends the email on the days and time you select. Weekly subscriptions are sent every Monday by default. Monthly subscriptions are sent on the first day by default.
Time	Dashboards, favorites, and alerts in Analytics and Financial Statements	Select the delivery time. The default is 9 am in your account timezone. Emails might arrive up to one hour later.
Don't send if there are no results	Favorites and alerts in Analytics and Financial Statements	Select this checkbox to send emails only when results exist.
Only send on	Alerts in Analytics and Financial Statements	Select Red alert, Yellow alert, or Green alert. Select multiple statuses if required.

{% hint style="success" %} Select **Test Now** to send a test email to your email address. {% endhint %} {% columns %} {% column %}

Dashboard subscription options
(Analytics or Financial Statements)

Alert subscription options
(Analytics or Financial Statements)

{% endcolumn %} {% column %}

Favorite subscription options
(Analytics or Financial Statements)

{% endcolumn %} {% endcolumns %} ## Update or stop subscriptions You can update subscription settings or unsubscribe within Phocas or from the subscription email. For details about each subscription option, see the [Configure the subscription](#configure-the-subscription) above. Administrators can manage subscriptions for all users. ### From your homepage The **Subscriptions** tab on your homepage lets you manage all subscriptions in one place.

1. Locate the item you want to manage. 2. Click its menu button, then click **Manage subscription**.

3. Update the settings and click **Save**, or click **Unsubscribe**. {% columns %} {% column %}

{% endcolumn %} {% column %}

{% endcolumn %} {% endcolumns %} ### From a dashboard, favorite, or alert 1. Open the dashboard, favorite, or alert. 2. Click the blue arrow next to its name, then click **Subscribe**.![](https://3905307611-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FitAvDF3MljQXV0rjHRP7%2Fuploads%2FbwMuDIiGa3r4jvtpLlu6%2Fimage.png?alt=media\&token=6c3e45ba-7bc9-4213-b938-bf867c9f8140) 3. Update the settings and click **Save**, or click **Remove** to unsubscribe.![](https://3905307611-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FitAvDF3MljQXV0rjHRP7%2Fuploads%2FILJaK4xJyRlEk0vAjwKa%2Fimage.png?alt=media\&token=6440907f-36e6-4310-b9d4-5d6e0442a000) ### From the subscription email Dashboard, favorite, and alert subscription emails include an **Unsubscribe** link.

--- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.phocassoftware.com/analytics/manage-subscriptions.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.