Schedule report and subscription processing

You can schedule report and subscription processing for reports that run on a Reporting Services report server. Custom schedules can be defined for exclusive use with a particular report or subscription. You can also create a shared schedule that can be defined once and then referenced by multiple reports and subscriptions. You can create or modify a schedule at any time. However, if a schedule begins to run before you have completed your modifications, the earlier version of the schedule is used. The revised schedule does not take effect until you save it.

Schedule processing is based on the local time of the report server computer.

About scheduled operations on a report server

Scheduled operations for report server content are managed by the report server, using SQL Server Agent as the scheduling engine. The SharePoint Timer service is not used. SQL Server Agent must be running if you want to create a scheduled operation. By default, the report server is configured to support scheduling and delivery operations. If this functionality has been disabled, use SQL Server Surface Area Configuration tool to enable scheduling and delivery.

Schedules are saved in the report server database. The report server polls the report server database at frequent intervals to determine if there are new schedules to run. Rhe report server creates a job in SQL Server Agent that runs on the schedule you provide. Running the job creates the event used to trigger report or subscription processing. Temporary report snapshots are created for internal use to support subscription processing so that the underlying report definition can be updated without affecting a subscription that is in progress. For more information, see Scheduling and Delivery Processor on MSDN.

What do you want to do?

Configure a report for unattended processing

Schedule data processing for a report

Schedule a subscription

Create a shared schedule

Pause or resume a shared schedule

Delete a shared schedule

Configure a report for unattended processing

Before you can schedule data or subscription processing for a report, you must configure the report data source to use stored credentials or the unattended report processing account. If you use stored credentials, you can only store one set of credentials, and they will be used by all users who run the report. The credentials can be a Windows user account or a database user account.

The unattended report processing account is a special-purpose account that is configured on the report server. It is used by the report server to connect to remote computers when a scheduled operation requires the retrieval of an external file or processing. If you configure the account, you can use it to connect to external data sources that provide data to a report.

To specify stored credentials or the unattended report processing account, edit the data source properties of the report. If the report uses a shared data source, edit the shared data source instead.

  1. If the library is not already open, click its name on the Quick Launch bar. If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. Point to the report. A report will have the following icon: report icon .

  3. Click the down arrow, and select Manage Data Sources.

  4. Click the data source name.

  5. In Authentication Settings, click Stored.

  6. Enter a user name and password.

  7. If the user name and password are for a Windows account, select Use as Windows credentials.

  8. Click OK.

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Schedule data processing for a report

You can schedule data processing to retrieve data for a report on certain dates and times. A scheduled process creates a snapshot of the data that is subsequently stored in the report server database. Users who select a report that uses a snapshot of the data are typically not aware that the report uses pre-processed data. There is no visual indicator that the report is not using live data. Reports can either retrieve data on a schedule or on-demand. You cannot configure a report to run both ways. For instructions on how to schedule data processing options, see Manage processing options.

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Schedule a subscription

You can create a subscription to distribute a report. To trigger a subscription, the user who defines the subscription schedules when and how the delivery will occur. Although subscription processing is performed on a report server, the SharePoint notification features are used to access the subscription pages that define how and when a subscription is processed. You can only define subscriptions on reports. You cannot subscribe to report models or resource files that are also stored on the SharePoint site.

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Create a shared schedule

Shared schedules are multipurpose shedules that provide ready-to-use schedule information to any number of reports or subscriptions. You create a shared schedule once, and then reference it in a subscription or property page when you need to specify schedule information. Shared schedules can be centrally managed, paused, and resumed. In contrast, you must edit a custom schedule manually to prevent a report or subscription from running.

Shared schedules are created in application pages on a SharePoint site. You can identify a specific schedule by its descriptive name. If a name is not specified, you can identify it through facts about the schedule, such as its recurrence pattern or dates and times when it runs.

You must be a site administrator to create, modify, or delete shared schedules on a SharePoint site. In contrast, custom schedules can be created by individual users who have permission to manage a report or create subscriptions.

  1. Click Site Actions.

  2. Click Site Settings.

  3. Click Modify All Site Settings.

  4. In the Reporting Services section, click Manage Shared Schedules.

  5. Click Add Schedule to open the Schedule Properties page.

  6. Enter a descriptive name for the schedule. On the application pages used to work with Reporting Services reports, this name will appear in drop-down lists in schedule definition pages throughout the site. Avoid long names that are hard to read. Do follow a naming convention that puts the most description information at the beginning of the name.

  7. Choose a frequency. Depending on the frequency you choose, the schedule options that appear on the page might change to support that frequency (for example, if you choose Month, the name of each month will appear on the page).

  8. Define the schedule. Not all schedule combinations can be supported in a single schedule.

  9. Set a start and end date.

  10. Click OK.

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Pause or resume a shared schedule

You can pause and resume a shared schedule that is in use. Pausing a shared schedule provides a way to temporarily freeze a schedule that is used to trigger report processing and subscriptions. Only shared schedules can be paused and resumed. You cannot pause report-specific schedules.

You cannot pause and resume report processing that is in progress. You can only pause and resume schedules that are in the scheduling queue of SQL Server Agent service. A job that is in progress is outside the scope of the scheduling engine.

While a shared schedule is paused, any operations that would have occurred are allowed to lapse. After you resume a shared schedule, report and subscription processing occurs at the next scheduled time, using the local time of the server. The report server does not make up scheduled operations that would have occurred had the schedule not been paused.

  1. Click Site Actions.

  2. Click Site Settings.

  3. Click Modify All Site Settings.

  4. In the Reporting Services section, click Manage Shared Schedules.

  5. Select the schedule, and click Pause (or Resume if the schedule is already paused).

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Delete a shared schedule

A shared schedule must be deleted manually. If you delete a shared schedule that is in use, all references to it are replaced with unspecified custom schedules (that is, a custom schedule that does not have date or time information).

Deleting a schedule and causing it to expire are different. An expiration date is used to stop a schedule but does not delete it. Because schedules are used to automate report server operations, they are never deleted automatically. Expired schedules provide evidence to report server administrators as to why an automated process has suddenly stopped. Without the presence of the expired schedule, a report server administrator might misdiagnose the problem or spend unnecessary time trying to troubleshoot a fully functional process.

An expired shared schedules remains in the Shared Schedules list. The Status field indicates whether the schedule has expired. You can reinstate the schedule by extending the end date, or you can remove the schedule reference if you no longer need it.

  1. Click Site Actions.

  2. Click Site Settings.

  3. Click Modify All Site Settings.

  4. In the Reporting Services section, click Manage Shared Schedules.

  5. Select the schedule, and click Delete.

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