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Microstrategy Alerts setup

Alerts Editor

Alerts can be sent to an email address or to an iPhone, iPad, or Android device with MicroStrategy Mobile. This allows users to be notified of data that is likely to be important for making business decisions. You can also have formatting automatically applied to metric values in the report, to draw immediate attention to the data that meets the alert's threshold conditions. For example, when the Inventory Count data in a report falls below 1,000 units, you can have the report sent to you, with the values below 1,000 displayed in red text.
You can specify a subject and message to display for the alert, as well as a report or document to be displayed when viewing the alert, as described below. You can receive and view alerts on a mobile device even if the MicroStrategy Mobile application is not running.
Prerequisites

  •   
  • You must have the MicroStrategy Distribution Services product installed and MicroStrategy Web must be configured to use Distribution Services.
  • You must have the Use Send Preview Now privilege to send a preview of the report to the selected recipients as soon as the alert is created.
  • For alerts to be sent to mobile devices:
    • Mobile device users must have the Use MicroStrategy Mobile and Mobile View Document privileges.
    •
  • For alerts to be sent to email addresses:
    • You must have the Web Subscribe to History List privilege to send a report or document to the History List.
    • You must have the Use Link to History List in Email privilege to send a link to the location of a report or document in the History List via email.
The Alerts Editor contains the following areas:

  • A toolbar at the top of the Alerts Editor, which contains options to create threshold conditions, specify the formatting to apply to data that meets the threshold condition, and so on.
  • A list of the threshold conditions: The middle area of the Alerts Editor lists all the threshold conditions defined for the report object selected in the toolbar. To create a threshold condition, from the Filter On drop-down list, select the attribute or metric to create the condition based on, then define the condition. 
  • The Delivery Settings section, which contains options to determine who receives the alert, how often to send the alert, what format to use to send the alert, and so on.
The options in each area are described in greater detail below.

The toolbar

The toolbar at the top of the Alerts Editor contains:

  • A drop-down list (at the far left), containing the name of each metric in the report. To create a new threshold condition, select a metric whose values you want to have automatically formatted, then click Click here to add a new condition. For detailed steps to define alerts, including steps to create threshold conditions.
  • Add Condition Add Condition icon: Add a new threshold condition to the alert.
  • Clear All Clear All icon: Delete all the threshold conditions for the report object selected in the drop-down list.
  • Cell Formatting Cell Formatting icon: Change the formatting that is automatically applied to data that meets the threshold condition. To format the threshold values by adjusting the font, color, alignment, and other options, make the appropriate selections within the Font, Number, Alignment, and Color and Lines tabs. 
  • Format Metric Only Format Metric Only icon: Select this option to apply formatting only to the metric values that meet the threshold condition. This option is selected by default.
  • Format Subtotals Only Format Subtotals Only icon: Select this option to apply formatting only to metric subtotal values that meet the threshold condition.
  • Format Metric and Subtotals Format Metric and Subtotals icon: Select this option to apply formatting to both metric values and subtotals.

Delivery Settings

The following Delivery Settings options are available:

  • Name: Type a name for the subscription.
  • Schedule: Select a schedule or event to use to determine when to deliver the alert. The schedule choices available are created in the Schedule Manager in Desktop. 
  • To: Select the recipients to send the alert to, then click OK.
  • Send: Determine where the report is delivered. The options available may vary depending on the privileges you are assigned. For more information on the required privileges, see the prerequisites. This setting is only available for alerts sent to an email address. The options are:
    • Data in email: The report is displayed in the email.
    • Data in email and to history list: The report is displayed in the email and is also delivered to the History List.
    • Data and link to history list in email: The report is displayed in the email, along with a link to the History List location of the report.
    • Link to history list in email: A link to the History List location of the report is provided in the email.
    •
  • Delivery format: Select the format in which to send the report. If you select a format other than HTML, you can reduce the size of the attachment by selecting the Compress contents check box. When Excel or PDF is chosen, the report is included as an attachment in the email. This option is only available for alerts sent to email addresses.
  • Compress contents: Determine whether to reduce the size of the attachment by including the report in a zip file. This option is only available for alerts sent to email addresses.
  • Device type: Determine the type of mobile device you want to send the report to. This option is only available for alerts sent to a mobile device.
  • Target Application: Select the type of application you want to send the report to. This option is only available for alerts sent to a mobile device.
  • Subject: Type a description of the report, to display in the subject of the email or mobile notification. For mobile device alerts, the subject should not exceed 25 characters.
  • Message: Type a message to display in the body of the email or mobile notification. For mobile device alerts, the message should not exceed 50 characters.
  • Send a preview now: Determine whether to send a preview of the report to the selected recipients as soon as the alert is created.
  • Send all data. Format cells that meet condition: Select this option to send the report in which the alert is defined, with formatting applied to the metric values that meet the alert condition.
  • Send different report or document: You can specify a report or document to send as part of the alert notification when the alert's conditions are met. For example, when a metric in a report meets the conditions of the alert you have defined, you can choose to send a related report to a user's mobile device. Select this option to specify the report or document you want to send. Browse to and select the report or document to send in the email, then click OK. To be sure the system can successfully execute the selected report, ensure that the report contains default prompt answers.
  • Update application badge with the value of this metric: Select this option to update the badge next to the MicroStrategy Mobile application icon on a mobile device when the threshold condition is met. From the drop-down list next to the check box, select the metric that contains the number that you want to display next to the application icon. If there are multiple rows of data for this metric on the report, the mobile device will display the first value shown on the report for the selected metric. This option is only available for alerts sent to a mobile device.
  • Advanced Options:
    • Password protect zip file: Select this option to password protect a report included in a zip file. Select the Password protect zip file check box and type a password for the zip file. This option is only available for alerts sent to email addresses. This option is available only when the Compress Contents check box is selected.
    • Zip File Name: Type a name for the zip file in the Zip File Name field. This option is only available for alerts sent to email addresses. This option is available only when the Compress Contents check box is selected.
    • Do not deliver after: To specify an expiration date for the alert, select the Do not deliver after check box and choose a date from the calendar.
    • If you have selected multiple recipients, the following options are displayed:
      • Allow recipients to change delivery settings: Allow the recipient to change subscription delivery settings, such as the expiration date of the subscription.
      • Allow recipients to change personalization: Allow the recipient to view and change personalization settings, such as prompt answers for the report.
      • Allow recipients to unsubscribe: Allow the recipient to unsubscribe from the report.

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