Broadcast by Exception 

Use

The distribution type Broadcast by Exception allows you to check queries in the background for exceptions. If a threshold value for an exception is exceeded or not reached, the BEx Broadcaster immediately generates a document in accordance with the criteria defined by you and distributes this to the recipients by email, to the portal, or as an alert (for example, into the central worklist).

Prerequisites

The query has at least one exception. For more information, see Defining Exceptions.

You selected Broadcast by Exception as the distribution type with the output format Exceptions when you created the broadcast setting.

Ensure that the following settings are made for the generation of alerts in Alert Management:

●      You have defined alert categories in transaction ALRTCATDEF. See Alert Category and Defining Alert Categories.

●      You have selected the recipient of the SAP Alert. See Recipient Determination.

●      You have also maintained the alert container, as required. The alert container ensures the exchange between the BI variables and the variables in the central alert server. See Alert Container.

Features

For exception-specific distribution, make the settings on the following tab pages:

Exception Distribution

Distribution Type

You can define the distribution type you want for each exception.

The following distribution types are available for each exception:

●      Broadcast E-Mail

●      Generate Alert

●      Broadcast to the Portal: The system generates a precalculated document format and provides it in Knowledge Management.

Choose the distribution type you want under Distribution Type.

Create Parameters

You specify the parameters for the distribution type. The system opens a new dialog box in which you make the following settings:

Distribution Type Broadcast E-mail:

●      Recipients

You can specify recipients in various ways:

○       User: Enter the BI user names of the recipients manually or by choosing  with the quick info text Selection; user names must be separated by semicolons.

○       Users in Role: Enter the BI roles manually or by choosing  with the quick info text Selection; roles must be separated by semicolons. The e-mail is sent to all users assigned to one of the roles specified here.

If an e-mail address for a user that you have specified under User or User in Role has not been maintained in user maintenance, the user does not receive the distributed file as an e-mail. Instead, the user receives a message in the business workplace (transaction SO01).

○       E-Mail Addresses: Enter the e-mail addresses of the recipients, separated by semicolons.

●      Texts

You can specify values for the following:

○       Subject: Enter a subject line for the e-mail manually or use a text variable by choosing  with the quick info text Attach Text Variable. The text can contain up to 50 characters.

○       Importance: Select the importance level for the e-mail (low, medium, high).

○       Contents: Enter text for the contents of the e-mail manually or use a text variable by choosing  with the quick info text Attach Text Variable. When online links are sent, the system automatically adds a link to the text of the e-mail if the text does not contain the link using the PR_ONLINE_LINK variable.

For more information, see Use of Text Variables.

Distribution Type Generate Alert:

●      Alert Generation: On this tab page you can select the required alert category that was defined in Alert Management (for example, Book Sold Out). The recipient is either determined from the alert category (the system distributes the broadcast setting to all recipients specified in the alert category) or you can also specify additional recipients to those in the alert category. To do this, you specify BI user names or roles from the BI system (separated by semi colons) either manually or by choosing  Selection.

●      Alert Parameters: All the parameters are displayed here that you have maintained in the alert category. Select the parameters that you want to specify with the alert and enter the value for each one to be used to fill the parameter when the alert is generated. You can enter a text manually as the value or you can use text variables by choosing  Selection. For more information, see Use of Text Variables.

The alerts can be displayed in the central worklist. To do this, the central worklist must be correctly configured. For more information, see Configuring Alerts in UWL

Distribution Type Broadcast to Portal

●      Target in Portal

You can choose from the following setting options:

○       File Name: Enter the technical name under which the document is to be saved - either manually or using a text variable (by choosing  with the quick info text Attach Text Variable). For more information, see Use of Text Variables.

○       You can put the document in the current personal portfolio for selected users or in any other KM folder.

■       Export Document to My Portfolio:

User: Enter the BI user names of the recipients using  Selection, separated by semi-colons.

Users in Roles: Enter the roles in the BI system (separated by semi-colons) by choosing  Selection.

The document is stored in the users’ personal portfolio. These users are either determined using the BI user names or assigned to one of the selected roles.

■       Export Document into Any Folder:

Using  Selection, enter the KM folder in which the document is to be stored in the portal.

For more information, see Broadcast to the Portal.

●      Texts

You can specify values for the following:

○       Display Name: Enter the name manually or using a text variable (by choosing  with the quick info text Attach Text Variable). The document is displayed in the portal, for example, in the BEx Portfolio, under this name.

○       Importance: Choose the importance (low, medium, high) that is to be stored as a property of the document and then displayed in the portal, for example, in the BEx Portfolio.

○       Description: Enter a short content-based description of the document or select a text variable (by choosing  with the quick info text Attach Text Variable). This description is stored with the document and displayed in the portal, for example, in the BEx Portfolio.

For more information, see Use of Text Variables.

Selection Criteria

You define the criteria with which you want to select the exceptions to be distributed. You can choose either an exception or a combination of exception and alert level as the selection criterion.

Value

Choose the exception or combination of exception and alert level you want to distribute.

Content

You select the details of the exception to be included in the document (exception details, exception overview).

Format

Choose the format you want for the document (HTML, text, text with technical name, XML).

User/Language

On the User/Language tab page, for the background processing of the broadcast setting you can determine the language, authorizations´, and user-specific settings with which the scheduled document is to be generated.

For more information, see User/Language.

Exception Search

You define the navigational states that are to be searched for exceptions.

●      Standard navigational state: The system searches the navigational state of the query that was produced in the BEx Query Designer when the query was defined (initial view of query).

●      Following navigational state: The system searches the navigational state of the query that arises if the characteristics given here in the lines are drilled down. Select the characteristic you want under Characteristic and determine the filter values you require.

You can also specify that the totals row for the characteristic is to be added.

●      All navigational states in search path: The system searches all the navigational states that arise if the characteristics specified here in the listed order are included in the drilldown. Select the characteristic you want under Characteristic and determine the filter values you require.