Subscriptions

Subscribe to favorites, dashboards and alerts to receive email notifications whenever they're updated.

Subscriptions keep you up-to-date with all the latest changes to your favorites, dashboards, and alerts. The updates are sent from Phocas to the email address recorded in your account settings.

You can only subscribe yourself to these content items (unless you're an administrator). You aren't automatically subscribed to them when they are shared with you. When you share content items with others, remind them about setting up their own subscriptions.

Administrators: You must configure the subscription settings before users can subscribe to favorites and dashboards. You can subscribe or unsubscribe all users to content items and determine the subscription types (file formats). See Manage subscriptions.

Subscribe to a favorite, dashboard, or alert

User permissions: To subscribe to favorites and alerts, you need Favorites > Subscribe. The available subscription types (file formats) depend on your Query > Export permissions. To subscribe to dashboards, you need Dashboards > Subscribe.

Access the Subscribe window in one of these ways:

• Open the item, click the blue arrow next to its name, and click Subscribe.​​
• Go to your homepage, locate the favorite or dashboard and click its menu button, then click Subscribe.​​

  
• If you're in the process of creating an alert, click Create & Subscribe in the Create Alert window to open the Subscribe window. ​

  

In the Subscribe window, select the required subscription options:

1. (Favorites and alerts only) Select a type. This is the format of the file that's attached to the email, such as PDF, CSV, XLSX, or HTML.

2. Select the frequency of delivery. This is how often you want to receive the emails:

   • On scheduled database build. Subscriptions are sent every time the underlying database is built.

   • Daily, weekly (specific day), or monthly at a specified time. All monthly subscriptions are sent on the 1st of each calendar month at the specified time, regardless of whether the database has been updated in the preceding month. There is no way of altering this behavior. If you select Monthly and the day you select doesn't exist for that month (such as 31 for February), the subscription is sent on the last day of the month.

   • The default time is 9 am. In some cases, subscription emails may arrive slightly later (up to an hour) than the time specified. The subscriptions are sent at the time specified in your timezone, as opposed to the timezone of the user who updates the favorite or dashboard.

3. (Favorites only; optional) Restrict subscriptions to only when changes are made: Select the Don’t send if there are no results checkbox.

4. (Alerts only; optional) Restrict the subscriptions to a specific alert by selecting the applicable checkbox: Red alert, Yellow alert, or Green alert.

5. Click Test Now to send a test email to your email account.

6. Click Save.

Update or stop your subscriptions

On your homepage, locate the item and click its menu button, then click Manage Subscription. In the Subscribe window, proceed as required:

• Update the subscription options and click Save.

• Click Unsubscribe to stop subscribing to the item.