Information Broadcasting Part 3 Scheduling the First Report Applies to: SAP BW 3.5 Summary This is part-3 article in the Information broadcasting (IB) series. Some things have already been discussed like backend system parameter settings (Part-1), some other local system settings (Part-2). So now it is time, we learn how to schedule our first report and receive output in e-mail. Again I have tried to make it as simple as possible due to reason that there is more material available on using IB and its features than setting up IB (covered in Part-1 and Part-2). Author: Purvang Zinzuwadia Company: Patni Computer Systems Ltd Created on: 28 May 2008 Author Bio Purvang Zinzuwadia is working with Patni for almost 2 years. He is currently working on SAP- BW 3.5 and BI 7.0. He has also worked on different areas in BW like modeling, reporting, production support, ETL process, and also worked in some different areas like information broadcasting. 2008 SAP AG 1
Table of Contents Introduction...3 Business Explorer Login...3 Open Business Explorer...3 Log into System...3 Open Workbook...4 Distribute Workbook...4 Information Broadcasting Settings...5 Open Information Broadcasting Settings...5 Use Wizard to Create Information Broadcasting Schedule Setting...6 Manually Create Information Broadcasting Schedule Setting...6 Recipients Tab Details...6 Texts Tab Details...7 Workbook Precalculation Tab Details...8 Creation of Input Values Variant...8 Save Settings...9 Broadcasting the Report...10 Related Content...11 Disclaimer and Liability Notice...12 2008 SAP AG 2
Introduction There are quite a number of steps involved in Scheduling the first report using Information Broadcasting. As this is the third part in the information broadcasting series, I strongly suggest referring to Part-1 and Part-2 before following below steps. Business Explorer Login Open Business Explorer As a first step, open the Business Explorer window. Follow the path in the Start Menu to open the Business Explorer. Then login with your username and password into the Business Explore to access the queries and workbooks. For login screen follow the path: Business Explorer Settings BW server connection (refer below screen). Log into System Then a login window (refer below screen) will appear. Please provide correct username and password to log into Business Explorer. 2008 SAP AG 3
Open Workbook Once you are logged into Business Explorer window, open any workbook to schedule it using Information Broadcasting feature. Follow the path: Business Explorer Open Workbooks; or you can also open workbook by clicking on Workbooks option under the Open button from the application toolbar as shown in below screen: Distribute Workbook Once you have opened the workbook, it will get executed as per the setting done when workbook was saved. As I have already mentioned in earlier parts of this series, it is required that first you delete the result from the workbook (available in Business Explorer menu) and then save the workbook. To distribute the workbook follow the path: Business Explorer Tools Distribute Workbook; or you can also distribute workbook by clicking on the Distribute Workbook option under the Tools button from application toolbar as shown in below screen: 2008 SAP AG 4
Information Broadcasting Settings Open Information Broadcasting Settings Once you have selected Distribute Workbook option, it will open up the browser window. For this, integration between Business Explorer and Web Browser should be setup. It will ask you again your username and password to access the Information Broadcasting settings, so provide your correct username and password here. After your successful login, following screen will appear where you can see there is no setting created for the selected workbook yet. 2008 SAP AG 5
Use Wizard to Create Information Broadcasting Schedule Setting You can create new setting two ways. Either manually (click on Create New Setting button) or using the wizard (click on Create New Setting with the Wizard button). If you select the wizard method, it will ask you to fill up field details in step by step manner. Please refer to below screen where it is asking to select Distribution Type and Output Format in step-1. Manually Create Information Broadcasting Schedule Setting Recipients Tab Details If you select the manual way, it will represent the three tabs named Recipients, Texts and Workbook Precalculation in lower window section. You are required to fill the necessary tab details in order to schedule the workbook correctly. There are some mandatory fields also. As you can see, there is a warning message appeared in upper section of browser window that A value is required for attribute Authorizations User. System is giving this warning message because Authorizations User field in Recipients tab is not correctly filled up. The e-mail addresses that you provide in E-Mail Addresses field specify the recipients for the report broadcasting e-mail. 2008 SAP AG 6
Texts Tab Details In the Texts tab, you will provide the subject text and body text for the e-mail. It could be a general message that will reflect as if e-mail were generated by system. 2008 SAP AG 7
Workbook Precalculation Tab Details In Workbook Precalculation tab, you will select the BW Pre-calculation server installed on the machine. This can be specified in automatic manner (if more than pre-calculation server are created) or can also be selected manually. Also, if your report contains any mandatory input fields, then you are required to create a selection values variant for those mandatory input fields. You can create variant in Variant Occupancy category under Workbook Precalculation tab. Creation of Input Values Variant Following screen will come, when you select to create a variant. Specify the values that you want to pass to input fields at the time of report execution. 2008 SAP AG 8
Save Settings Once, all the settings are completed and you have supplied all input values for necessary fields in all three tabs, then save this information broadcasting setting, mentioning a technical name for the setting. In below screen, I have saved the settings for the broadcasting. Saving setting will facilitate you to re-use the same setting, if you want to broadcast the report again with same setting. This saves you from re-iterating thru same steps. 2008 SAP AG 9
Broadcasting the Report As a last step, either you can schedule the report at specified time or you can just broadcast it immediately. To schedule the report, click on Schedule button. It will give you different options based on future time and event. You can also specify this to be repetitive in nature so that report will be broadcasted automatically whenever the specific time is reached or specific even is triggered. Another option to schedule the report is to schedule it immediately; for that click on Execute button. Once you click on the button, the BEx Analyzer window will automatically open up (if it is closed), your workbook will be opened, it will be passed the input values that you have selected at variant creation time and output of the report will be e-mailed to the persons that you have specified in the recipient list. 2008 SAP AG 10
Related Content https://service.sap.com/~sapidb/012003146900000085752006e/howtoinformationbroadcasting.pdf http://help.sap.com/saphelp_nw04/helpdata/en/ef/4c0b40c6c01961e10000000a155106/frameset.htm https://www.sdn.sap.com/irj/sdn/go/portal/prtroot/docs/library/uuid/994a06ed-0c01-0010-878be796a9060209 2008 SAP AG 11
Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document. 2008 SAP AG 12