Report subscription and distribution

Last updated September 3, 2026

Report subscription

Subscribe to have reports automatically sent to you. (This option is not available for legacy reports.) The time a report is sent is not configurable.

  1. Configure the filters on a report.
  2. Save it as a new Saved Report.
  3. From My Saved Reports.
  4. Open the Actions menu and select Subscribe.
  5. Choose:
    • The type of report (PDF, Excel, etc).
    • The delivery frequency (daily, weekly, monthly).

My Reports list showing the Monthly Trends—Comparing Year-to-Year card (Report-01a) with Shared and 1st of the month tags, with an arrow pointing to the 1st of the month distribution tag.

Notes

  • By default, the report is only sent when it contains data.
  • File size is limited to 10MB. This limit applies only to reports sent by email. It does not affect downloading a report directly from the application.
  • A report tag displays the delivery frequency.

Edit a subscription

Use the Actions menu on the saved report to modify or remove the subscription.

Example subscription

Configure the filters for Report-13 to look for abnormal bills and then only have the report sent to you when it contains data.
Distribution setting with the Repeat dropdown set to Daily and the Only send report if data is available checkbox selected.

Report Distribution

Report distribution lets you schedule a report to be emailed to one or more user groups on a schedule you define. As with shared reports and dashboards, report distribution honors the topmost restrictions of users.

Reports navigation menu with Distributions highlighted below Recent Reports, Recommended Reports, My Reports, Reports Shared with Me, and Reports Library.

Distribution steps

  1. Select a report (excluding legacy reports).
  2. From the Save As menu select New Distribution.
  3. Configure the report filters.
  4. Decide how often to send the report.
  5. Select one or more user groups to receive the report.
  6. Review the distribution log for results.

File size limit

Files sent with report distribution are limited to 10MB in size. You can set up the report with the appropriate filters first and download a copy and check the file size.

If the file is 10 MB or more:

  1. Set up more than one distribution for the report with more filtering, (for example, fewer billing periods or set a topmost place) to get smaller reports.
  2. Run the report and download it. Manually email it to recipients.

Send reports to non-EnergyCAP users

Reports can be emailed to non-EnergyCAP users by adding their email address to the appropriate user group. This email address creates a limited user with the Basic Contact role and the default topmost permissions configured in your System Settings.

Users field of a distribution with two existing recipients and a new email address entered, with arrows pointing to the new-user icon and to the note that unmatched emails are created as limited users with the Basic Contact role.

Actions menu

You can manage your distribution with the Actions menu.

Distributions page with a distribution card for EnergyCAP HQ - YTD - Summary by Commodity (Report-04-BLDG, 1st of the month) and its open Actions menu listing Disable, Edit, Copy distribution, Send to recipients now, and Send test to me.

Report Distributions continue to run, even when the user who configured the distribution is changed to inactive. A user with permission to manage report distributions can manage any report distributions.

Report Distribution Log

Review the results of each report distribution.

Distributions Log listing four completed distributions by date, name, creator, and recipients, with one row expanded to show email settings and report filters such as repeat Monthly, file type PDF, and Group Data By Place Type - Building.