Published at: 2026-09-17

Subscription management overview

Learn about the business value, core concepts, delivery channels, and storage mechanism of Subscription Management.

Business value

Managers, users, and anyone who tracks data regularly can subscribe to reports. The system pushes report results at scheduled times. You view the data directly in Chats or email without logging in to the system for repeated queries.
For example, a sales manager subscribes to the Account Visit Count report and sets delivery for 8:00 AM on the 1st of each month. At the start of each month, the manager receives last month’s visit data on time and can spot and resolve issues early.

Delivery channels

Subscription Management supports three delivery channels:
Delivery channel Description
Chats push Delivers the report as a Chats message. The recipient clicks the message in Chats to view the report
CRM reminder push Delivers the report as a CRM reminder. The recipient clicks the report message in CRM reminders to view the report
Email push Sends the report to the user’s bound personal email address. The recipient views the report in their mailbox

Subscription storage

Subscription storage holds the report files generated by each delivery. The storage rules are:
Rule Description
Storage overview Reports administrators and CRM administrators view used storage, total available storage, and the file size of each subscription and delivery on the Subscription Management page
Low storage reminder When available storage drops below 1 GB, the system shows a notice on the Subscription Management page and sends a Chats reminder to reports administrators and subscription creators
Over-limit handling When used storage exceeds the total available storage, the system sends a reminder. A reports administrator must delete historical files to free up storage. Otherwise, no further deliveries are received
[!WARNING] Deleted subscription files cannot be restored. Export the files for backup before you delete them. After used storage drops below the total available storage, the system resumes deliveries. Files that were not delivered earlier are not redelivered.

Core concepts

Subscription task lifecycle

Each chart or dashboard can only be subscribed to once, but one subscription task can include multiple recipients. The full lifecycle of a subscription task is:
graph LR
    A[Create task] --> B[Push data]
    B --> C[View results]
    C --> D[Enable/Disable]
    D --> E[Clean up storage]
  1. Create the task: Select the target chart, and configure the delivery schedule, data type, delivery channel, and recipients.
  2. Push data: The system generates data based on the specified schedule and time zone, and delivers it through Chats or email.
  3. View results: Recipients view the delivered report content in Chats or email.
  4. Enable/Disable: Pause or resume delivery of a subscription task as needed.
  5. Clean up storage: Administrators regularly delete historical subscription files to free up storage.

Data types

Data type Characteristics Scenarios
Offline data Static data that does not change after generation. Generated around 3:00 AM each day Monthly or quarterly reports that require historical comparison
Real-time data The latest data, reflecting real-time changes Daily monitoring that requires the latest data
[!NOTE] With offline data, you can use personnel variable fields in the chart for personalized delivery. Each recipient sees a different data range.

Push exception handling

After you configure a subscription task, if the delivery status is abnormal, the system pushes the details to the report message module in the CRM reminders of the user who last modified the subscription. This helps you troubleshoot and resolve issues in time.

Core terms

Term Definition
Subscription task A scheduled task that delivers report, chart, or dashboard content to recipients at a specified schedule
Delivery schedule The sending frequency of a subscription task. Options include Weekdays, Daily, Weekly, Biweekly, Monthly, and Custom
Offline data Static data that does not change after generation. Data is generated around 3:00 AM on the delivery date
Real-time data The latest data, with no historical data retained. Opening the subscription task always shows the latest data
Trigger condition Conditions that trigger a delivery, including Do not push empty data and Alert push
Do not push empty data Does not send the subscription message when a recipient has no chart data
Alert push Sends the subscription message when data meets the alert conditions set in the chart
Retention period How long subscription files are kept. Files past the retention period can be cleaned up regularly
Custom time zone Sets the delivery time based on the recipient’s time zone. Available for enterprises with the multi-time zone feature enabled
Chats push Delivers report content through Chats messages
Email push Sends the report to the user’s bound personal email address

Use cases

  • Scheduled report delivery: Auto send sales performance reports to managers every month or week
  • Data monitoring and alerting: Set trigger conditions to automatically notify relevant users when data meets alert conditions
  • Team data sync: Deliver key dashboard data to team members on a schedule
  • Mobile viewing: Quickly view report data in the Mobile Client through Chats messages

Recent updates

This section is reserved. The product manager will add Subscription Management release notes here.
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