Email subscription configuration is supposed to be something you set up and effectively forget. The software should do all the work from there. In truth, however, you may need to revisit your configuration to ensure it’s equipped to perform at maximum efficiency. Regularly scheduled reports may not be the best option for a particular data set. Regular reports may also be too big or too frequent. Let's review the best tips on how to optimize your SSRS email subscription configuration.
Utilize Event Triggers
Event triggers are one of the most underutilized features in any email subscription configuration software. Although not all programs offer it, those that do typically give precedence to scheduled and on-demand reports. Make sure you research this option and investigate whether it would be a useful option for your business. In many cases, it is a more practical solution to scheduled reports.
Event triggers also offer a practical advantage many businesses need. That advantage is immediacy. The entire point of BI software is that it monitors and reports on developing situations and trends for you. That leaves more time for analysis and planning. Scheduled reports go out at the same time on the same day, regardless of whether or not anything new has happened since the last email went out to recipients. This sometimes leads to missed opportunities and poor decisions. To combat this delay, businesses need to use event triggers. They are just as practical as any other email subscription style, but they are triggered by specific events. These events range from new emails to changes in critical data sets. A report automatically generates, and emails arrive in all relevant inboxes as soon as the report concludes. In business, immediacy isn’t a luxury, it’s a necessity.
Check Memory Limits
If you have multiple users generating multiple reports through the same software, you will eventually hit memory issues. Since the entire point of email subscription configuration is ease and speed, unchecked memory problems can actually damage your software’s usefulness. Memory-bound programs can hit their memory limit and actually start dropping reports due to internet time-outs and process recycles. If your program isn’t memory-bound, the memory should still be a concern. Too many users running too many reports will slow everything down, and no one wants to start pointing fingers over late reports.
Aim for Summaries
One of the best ways to effectively wield your email subscription configuration software is to aim for regular summaries and only occasional reports. This is the same process, of course, but the key difference is that summaries are smaller. Most employees don’t have time to actually sit down and analyze a multi-page report every day, certainly not several, if they have other responsibilities. This means all the hard work and slowed processing speed that went into making that multi-page report is wasted. While reports are often necessary, interspersing them with single page summaries is more efficient. It may also improve readership retention.
Regular reports are all about updates, and using your email subscription configuration to maximize efficiency allows more updates from more users at greater speed. Aim to make reports shorter, simpler, and ready for sudden changes.