Subscriptions

Stay on top of important changes by subscribing to favorites, dashboards, and alerts and receiving email notifications when they update.

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.

For organization-wide subscription management, including bulk subscription management and subscription settings, see the Note for administrators section below.

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.

Favorites (Flex favorites) created in the Flex Modes module use a different subscription experience from Analytics and Financial Statements favorites. As a result, some subscription options and instructions on this page apply only to Flex favorites.

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 associated with the Analytics and Financial Statements modules.

• 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. See Use alerts for more information.

Subscribe to a dashboard

Subscribe to a favorite

Subscribe to an alert

From a Flex favorite

1. Open the Flex favorite.
2. Do one of the following:

   • Click the blue arrow next to the favorite name.
   • Click the Favorite options button on the toolbar, then click Create subscription.
3. Click Create Subscription.

Configure the subscription

In the Subscribe window, select how and when you want to receive the subscription emails, then click Save.

Click Test Now to send a test email to your email address and preview how the subscription email looks.

The available options depend on the item type:

Option	Available for	Details
Type	Favorites and alerts	The format of the file attached to the email. Available formats include PDF, CSV, XLSX, and HTML.
Delivery format	Flex favorites	The email always includes a link that opens the favorite in Phocas. Keep the email as link-only or add a CSV or XLSX attachment. If multiple Flex favorites use the same schedule, they are grouped into one email. Attached files are grouped into a ZIP file.
Frequency: On scheduled database build	Favorites and alerts	Sends an email every time the underlying database builds.
Frequency: Daily, Weekly, or Monthly	Dashboards, favorites, alerts, and Flex favorites	Sends the email on the days and time you select. Weekly subscriptions are sent every Monday by default. Monthly subscriptions are sent on the 1st of each calendar month at the selected time, even if the database has not updated in that month. If you select a monthly day that does not exist, such as 31 in February, the subscription is sent on the last day of the month. For monthly Flex favorite subscriptions, you can select a calendar day, such as Day 2, or a relative option, such as the first, second, third, fourth, or last specific day in the month.
Time	All	When you want to receive the email. The default time is 9 am. For Flex favorites, the default delivery window is between 9 am and 10 am. This setting uses the timezone in your account settings page. Emails can arrive up to an hour later than the selected time.
Don’t send if there are no results	Favorites and alerts	Select this checkbox if you only want emails when results exist.
Only deliver when there are results	Flex favorites	Select this checkbox if you only want emails when results exist.
Only send on	Alerts	The alert status that triggers the email. Select one or more status checkboxes: Red alert, Yellow alert, or Green alert. These statuses relate to the color coding in the alert's settings and the icon that appears next to the alert on the homepage. If you don't select a status, the email is sent at your selected time, regardless of status.

Dashboard subscription options (Analytics or Financial Statements)

Alert subscription options (Analytics or Financial Statements)

Favorite subscription options (Analytics or Financial Statements)

Flex Modes favorite subscription options

Update or stop subscriptions

You can update your subscription settings or unsubscribe from subscriptions within Phocas or directly from the subscription email.

Administrators can manage subscriptions for all users.

For details about each subscription option, see the Configure the subscription above.

From your homepage

The Subscriptions tab on your homepage lets you view and manage all your subscriptions in one place.

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

   
3. Update the subscription settings and click Save, or click Unsubscribe as required.

Update a dashboard subscription

Update an alert subscription

Update a favorite subscription

Update a Flex favorite subscription

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.

   
3. Update the subscription settings and click Save, or click Remove to unsubscribe, as required.

   

From a Flex favorite

1. Open the Flex favorite.
2. Do one of the following:

   • Click the blue arrow next to the favorite name.
   • Click the Favorite options button on the toolbar.
3. Click Update subscription.

   
4. Update the subscription settings and click Update, or click Unsubscribe, as required.

From the subscription email

Dashboard, favorite, and alert subscription emails include an Unsubscribe link.

Flex favorite subscription emails include a Manage subscriptions button, which opens the Subscriptions tab on your homepage, and an Unsubscribe button.

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Note for administrators

Before users can subscribe to items, you must configure the SMTP settings.

You can control which file types are available to individual users via the Query > Export user permissions.

You can also manage subscriptions for items across your organization:

• Subscribe or unsubscribe users on their behalf.
• Edit users’ subscription settings.
• View which users are subscribed to an item.
• Control the available subscription file types.