Version 2021

Create Contacts and Contact Groups

MicroStrategy 2021 Update 5.1, released on April 22, 2022, introduces the ability to create contacts and contact groups to subscribe to content in subscriptions as a preview feature.

Starting in the MicroStrategy 2021 Update 5.2 May monthly release, this feature is available out-of-the-box.

 

Check out the video below to learn more!

Create Contacts

A contact is what MicroStrategy users select to subscribe themselves or other users to reports or documents. They do so by selecting a contact name, rather than having to specify email addresses, file storage locations, or printer locations at the time of report subscription. Depending on needs, a user may require multiple delivery locations of different types, such as email addresses, file storage locations, FTP server, mobile devices such as iPad, iPhone, Android, and printer locations. To make it easier to manage all email addresses, mobile devices, file, FTP and print delivery locations for your users, you can create contacts.

To create a contact, it must be linked to a MicroStrategy user to be available for subscriptions. Since the system needs a security profile to execute the reports, documents, or dossiers subscribed to a contact, it must be linked to a MicroStrategy user for the required security profile. This means that when a subscribed report needs to be sent to a contact, the report is executed using the credentials and the security profile of the linked user.

  1. Open the Workstation window with the Navigation pane in smart mode.

  2. In the Navigation pane, click Users and Groups.

  3. Select an Environment from the upper-left drop-down.

  4. Next to Contacts, click Create a New Contact .

  5. Click Create.

Create Contact Groups

A contact group allows you to group multiple contacts together. Contact groups are useful to create when there are certain reports that need to be sent to multiple contacts. For example, if there are four contacts that need to receive the same subscribed reports or dossiers, you can group the contacts into a contact group and subscribe the contact group to content, rather than subscribing each contact individually.

To create a contact group, it must be linked to a MicroStrategy user to be available for subscriptions. A contact group without a linked user does not have any credentials or security profile associated with it. Since the system needs a security profile to execute the reports, documents or dossiers subscribed to a contact group, the contact group must be linked to a MicroStrategy user for the required security profile. This means that when a subscribed report needs to be sent to a contact group, the report is executed using the credentials and the security profile of the linked user.

A contact group is similar to a Microsoft Outlook distribution list. Each member contact of a contact group receives the same subscribed reports when the contact group is chosen as the recipient of a subscription. Therefore, if a contact should not receive certain reports, the contact should not be made a part of a contact group.

  1. Open the Workstation window with the Navigation pane in smart mode.

  2. In the Navigation pane, click Users and Groups.

  3. Select an Environment from the upper-left drop-down.

  4. Next to Contact Groups, click Create a New Contact Group .

  5. Click Create.

Edit Contacts and Contact Groups

You can edit, activate/deactivate, copy, and delete contacts and contact groups.

  1. Open the Workstation window with the Navigation pane in smart mode.

  2. In the Navigation pane, click Users and Groups.

  3. Select an Environment from the upper-left drop-down.

  4. In the left pane, click Contacts or Contact Groups.

  5. Right-click a contact or contact group and choose from Edit, Deactivate/Activate, Duplicate, or Delete.