Scheduling reports

This topic provides instructions for sending a report via email a report by using the Schedule feature.

You can schedule a report to be sent in the Web Intelligence (.wid) (a proprietary BusinessObjects format), PDF, or Microsoft Excel format.

For comprehensive information about scheduling reports, consult the SAP BusinessObjects administration documentation (SAP-BusinessObjects-BI-platform-documentation).

To schedule a report to be emailed

1. Navigate to the reports as described in Running-and-viewing-reports.
2. Right-click the report that you want to email and select Schedule.
    The Schedule dialog box displays scheduling options and their default settings.
3. To set a unique title for this instance of the report, select Instance Title and enter your title in the Instance Title field.
4. To specify how often you want to run and email the report:
   1. Select Recurrence.
   2. Select the recurrence value from the Run object menu and specify all associated parameters if prompted for them.
5. To set prompts for this instance of the report:
   1. Select Prompts.
   2. Click Modify.
       The Prompts window appears. For more information, see Report-prompts.
   3. For each prompt, complete the following steps:
      1. Select the prompt.
      2. If the values do not appear after you select the prompt, click Refresh Values.
      3. Select the value you want to apply and add it to the prompt field.
      4. For prompts that allow you to specify multiple values, select each value that you want to include in the report and add it to the prompt field.
          After you add a prompt value, a green check mark appears next to the prompt to indicate that a value was selected.
   4. When you finish adding prompt values, click Apply.
6. To set the report format:
   1. Click Formats.
   2. In the Output Format box, select the format for the report:
      • Web Intelligence
      • Microsoft Excel
      • Adobe Acrobat
      • Comma Separated Values (CSV)
7. To specify the email destination:
   1. Click Destinations.
   2. Select Email from the Destinations menu.

   3. Specify the email settings by using the following guidelines:

      Field	Description
      From	Type a return address.
      To	Type an address to which you want the object to be sent. If you want to send the object to multiple addresses, use semicolons to separate them.
      Cc	Type the address to which you want to send a copy of the report. If you want to send the report to multiple addresses, use semicolons to separate them.
      Subject	Type a subject for the email.
      Message	Type a short message, if required.

      Note

      You can add a placeholder to represent an email address in any of these fields. However, you must ensure that the user account is correctly set up for the placeholder to work correctly. See Troubleshooting-report-issues for more details.

   4. If you want the report delivered as an attachment to the email, select Deliver Document(s) as Attachment, and select one of the following options for file naming convention:
      • Select Use Automatically Generated Name for a randomly generated file name.
      • Select Use Specific Name to specify the file name and type the file name.
8. Click Schedule to email this instance of the report.

The preceding instructions provide an overview of how to schedule a report and are not a comprehensive explanation of the SAP BusinessObjects BI scheduling capabilities. For example, if you might want to specify how the application determines the scheduling job success or failure or set notifications for scheduling job success or failure, see the SAP documentation.

Related topic

Configuring-an-SMTP-server