Evaluating Exceptions in the Background (SAP Library

Evaluating Exceptions in the Background

Use

You can check exceptions in the background, in the Reporting Agent of the Administrator Workbench. If the upper and lower limits of a threshold value for an exception are exceeded, a follow-up action is triggered. The following follow-up actions enable you to inform the person(s) responsible of the variance:

Sending a mail

Making an entry in the Alert Monitor

Prerequisites

You have defined a query containing at least one exception in the BEx Analyzer.

See also:

Defining Exceptions

Procedure

Defining Reporting Agent settings

Choose the Reporting Agent from the Administrator Workbench.

Navigate in the left-hand tree to the query you want, and, using the right mouse button, choose New Setting. You get to the "New Reporting Agent Setting" dialog box.

Enter a technical name and a description.

Select Exception Reporting in the General tabstrip.

Choose the added Exception Reporting tabstrip.

The Exception Reporting tabstrip consists of both the Available Objects and the Selected Objects tree structures, along with the following functions:

Available objects

Available objects	Meaning
Exceptions	All the exceptions for the selected query are displayed here. The intervals belonging to the query are also listed, along with their notification priorities.
Follow-up actions	Choose between the follow-up actions of sending a mail, and making an entry in the Alert Monitor.
Characteristics	All the characteristics for the selected query are displayed here. It does not matter whether these characteristics have been moved to an axis, or have been defined as free characteristics, in the query definition.

Selected Objects

The objects you choose for background processing are collected here.

Choosing Exceptions, Follow-up Actions and Characteristics

From the left-hand Available Objects tree, choose the exception you want to process in the background, and, using drag-and-drop, assign it to the Exceptions node in the right-hand Selected Objects tree.

Choose the interval or threshold value for this exception that you want to check in a background run, and, using drag-and-drop, drag it to the right-hand tree under the exception you chose.

Assign a follow-up action to the intervals you have chosen. Using drag-and-drop, drag either the Send a mail symbol or the Alert Monitor entry symbol into position under the corresponding interval.

Sending a mail	Making an entry in the Alert Monitor
The recipient is informed by mail of the number of exceptions that have been found. One mail is sent per recipient and Reporting Agent setting. The mail is sent to the SAP Office inbox.	The exceptions that are found are logged in a table (exception log), and displayed in the Monitor. The recordings are bundled together in the form of simple drilldowns (views) See also: Displaying Exceptions: Alert Monitor

Double clicking on the assigned follow-up action opens the Properties window. You determine the follow-up action for the recipient here.

Follow-up action	Type of recipient	Procedure	Result
Sending a mail	User	Choose User, and specify the name of the user.	The mail is sent to the corresponding SAP Office user.
	Role	Choose Role, and specify the name of the role.	The mail is sent to everyone assigned to the role that you specified.
Making an entry in the Alert Monitor	All users	Choose All users.	The Alert Monitor entry is displayed for all users.
	Role	Choose Role, and specify the name of the role.	The Alert Monitor entry is displayed for everyone assigned to the role that you specified.
	User	Choose User, and specify the name of the user.	The Alert Monitor entry is displayed only for the user that you specified.

You activate the authorizations check in the Properties window. If you choose Authorizations Check, users’ reporting authorizations are checked whenever they request the results of a background process. This means every user gets only the information he or she would otherwise get through online navigation.

In the left-hand tree under Characteristics, select the characteristics that you want to examine in background processing.

Note that the way the characteristics are arranged is important here, since an exception always occurs in a particular cell context.

Choose Activate.

Creating Scheduling Packets and Assigning Reporting Agent Settings

Once you have defined the Reporting Agent settings, you have to assign them to a scheduling packet for the background run.

Creating a scheduling packet

Go back to the Reporting Agent scheduler, and in the right-hand Scheduling packets tree, choose the Change pushbutton.

Select the Exception Reporting node, and, using the right mouse button, choose Create new packet from the context menu. You get to the Create Scheduling Packet dialog box.

Specify a name and a description, and choose Save.

Assigning Reporting Agent Settings

Navigate in the left-hand Reporting Agent settings tree to the Reporting Agent setting you want to use.
Using drag-and-drop, drag the Reporting Agent setting that you want into the right-hand tree, and assign it to the corresponding scheduling packet.

If the Reporting Agent setting refers to a query with variables, then you need to assign a variant:

Select the Reporting Agent setting.
Using the right mouse button, choose Assign variants from the context menu. A dialog box containing the variants for this query appears.
Choose the variant you want to use.
Choose Continue.

You have the option of maintaining variants in the Reporting Agent (in both the left and right-hand trees).

Select the Reporting Agent setting you want to use.
Choose Maintain variants from the context menu (right mouse button).

Note that you can only ever assign Reporting Agent settings for exception reporting to a corresponding scheduling packet for exception reporting.

To avoid confusion with Reporting Agent settings for background printing, you are able to filter according to these two functions in the left-hand menu. The Exception and Print symbols in the left-hand tree also identify the settings.

Scheduling a Packet as a Job

In the right-hand tree, select the scheduling packet you want to use.
Using the right mouse-button, choose Schedule from the context menu. You get to the Change Job RA (name of the scheduling packet) dialog box.

The name of the job is made up of RA for Reporting Agent, and the name of the scheduling packet.

Specify the start date and the repetition period for the job.