SSRS 2012 Hosting – :: Creating Data Alert in Data Alert Designer SSRS 2012

SQL Server 2012 Reporting Services introduces Self-Service Alerting or Data Alerts feature. Using Data Alerts feature a user can create alerts for the data retrieved from the reports which could be of your interest. Alerts are sent as an email message and the user can choose the frequency of the alerts depending up on business needs.

For example, if you are running a grocery store and you would like to get alerted whenever inventory for fast moving items dips below a certain value then using Data Alerts you can schedule alerts to be triggered when inventory reports are rendered. You can create data alerts using Data Alert Designer, Data Alerts Manager for Users and Data Alert Manager for Alerting Administrators.

NOTE : The data alerts feature will work only when you have installed SQL Server 2012 Reporting Services in SharePoint mode. When you install SQL Server 2012 Reporting Services in SharePoint Integration mode SQL Server 2012 setup automatically creates the alerting database which will stores data alert definitions and alerting metadata along with two SharePoint pages for managing alerts and adds Data Alert Designer to the SharePoint site.

To create and manage these new alerts, you have 3 tools:

1. Data Alert Designer , For users to create and edit data alert definitions.

2. Data Alert Manager for users , Users can view information, delete or change their data alerts.

3. Data Alert Manager for alerting administrators , Administrators can view information, delete or change all data alerts created by all users.

Here is the simple step to creating data alert in data alert designer SSRS 2012 :

1. Locate the SharePoint library that contains the report that you want to create a data alert definition for.

2. Click the report. The report runs. If the report is parameterized, verify that the report shows the data that you want to receive alert messages about. If you do not see the columns or values you are interested in, you might want to rerun the report, using different parameter values.

3. On the Actions menu, click New Data Alert.

4. The following picture shows the Actions menu.

5. Optionally, select a different data feed in the Report data name drop-down list.

6. If no data feed is generated from the report, you cannot create an alert definition for the report. The layout of the report determines the content of each data feed.

7. view the list of your alerts in Data Alert Manager. It is recommended that you use meaningful and unique names for your alert definitions.

8. Click Add rule.

9. A list of the columns in the data feed appears.

10. In the list, select the column that you want to use in the rule, and then select a comparison operator and enter the threshold value.

Depending on the data type of the selected column, different comparison operators are listed. If the column has a date data type, a calendar icon displays next to threshold value for the rule. You can enter a data by clicking a date in the calendar or typing the date.

Data Alert Designer provides two comparison modes: Value Entry Mode and Field Selection Mode. The default mode is Value Entry Mode. You can add OR clauses only when you are in Value Entry Mode and are using the is comparison.

11. To add an OR clause, click the down-arrow, and then click Value Entry Mode.

Type the comparison value.

Optionally, click the ellipsis (…) again.
The ellipsis (…) appears on the line that contains the first clause.
An OR clause is added below and within the AND rule.

Optionally, click the down-arrow, select Field Selection Mode, and then select a column in the list.
You will notice that the ellipsis (…) that you click to add OR clauses has disappeared.
Optionally, click Add rule again to add additional rules.
The rules are combined by using the AND logical operator.

12. Select an option in the recurrence list. Depending on the type of recurrence, enter an interval.
Optionally, click Advanced.
Optionally, change the date that the alert message starts on by typing a different date or opening the calendar, and then clicking a date in the calendar.

13. The default start date is the current date.
Optionally, select the checkbox located next to Stop alert on, and then choose a date to stop the alert message.

14. By default, an alert message has no stop date.

15. Optionally, clear the Send message only if results change checkbox.

16. If you send alert messages frequently, redundant information might not be welcome and you should not clear this checkbox.

17. Enter the email addresses of alert message recipients. Separate addresses with semicolons.

18. If the email address of the person who created the alert definition is available, it is added to the Recipient(s) box.

19. Optionally, in the Subject text box, update the Subject line of the alert message.
The default Subject is Data alert for <data alert name>.

20. Optionally, in the Description text box, type a description of the alert message.

21. Click Save.