Creating a Schedule

You can create a schedule to publish a story. Scheduling helps you to accomplish repetitive tasks such as sharing a story to a specific set of users at a specific time based on business needs.

Context

You can schedule a story from the Favorites menu, Featured files or the Files page.

Prerequisites

Make sure that the following prerequisites are met before you start creating a schedule:

  • You have the necessary permission. For details, see Schedule Publication Roles and Permissions.

  • Under System Configuration, you have enabled the following options as needed:

    • Allow Schedule Publication for non-SAC users, which allows you to turn on scheduling for non-SAP Analytics Cloud users

    • Allow Schedule Publication, which allows you to turn on scheduling

To schedule a story from the Files page:

  • On the Files page (from main menu, Start of the navigation pathBrowse Next navigation step FilesEnd of the navigation path), select the story that you want to schedule and from the toolbar, select Schedule Publication from (Share).

To schedule a story from the Canvas page:

  • On the story Canvas page, from the toolbar, go to File and select Schedule Publication .

The Schedule Publication dialog box appears.

By default, the name of the story is populated as the name of the schedule. You can edit the name as per your preference.

Procedure

  1. In the Start field, click to specify the start date and the time you want the schedule to run.
  2. Click OK.
    Note
    You can also directly enter the date and time in the Start field and provide a future date in a valid format.
  3. Click Add Recurrence to add a recurrence.
    The Recurrence Settings dialog box appears.

    You can set the recurrence pattern on an hourly, daily, or weekly basis.

  • For weekly recurrence, select the day(s) of the week you want to schedule the story and set the start date.

  1. To end the recurrence, select the relevant option from the End Recurrence by drop-down menu.

    You can end the recurrence based on the end date or the number of repetitions. You can also choose the No End option to set the schedule to run for 365 days, after which it ends and a new schedule needs to be created.

  2. Click OK.
  3. Choose a File Type.
  4. Enter the subject (mandatory) of the email in the Subject field.
  5. In the Message field, type in an optional message.
  6. Select the Include Story Link option, if you want to include a link to the story in the email.
  7. You can customize the stories you want to schedule, by choosing the recepients of your choice and choosing between different story Views from either global Bookmarks or personal Bookmarks from the Distribution menu.
    1. Add the name of the users and teams within SAP Analytics Cloud either by typing in the names or by clicking the Add Users or Teams icon in the input field.
    2. Enter the email address(es) of the non-SAP Analytics Cloud recepient(s) separated by a comma.
    3. Choose a story view from the Story View field.
    4. To edit the prompt values, select Edit Prompts.
      Set Variables dialog box appears.
    5. Set the values of the variables and select Set.
      Note
      By default, the prompt values that were defined while creating the story will be considered if you don't edit them while scheduling.
  8. Optionally, edit the name of the file from the File Name field.
  9. To edit the file settings, click File Settings.
  10. To add another view, click Add Another View.
  11. Click Create.
    Note

    Due to the limit of scheduled publications per hour, which is based on your license, you might notice unavailable slots for your current schedule. In such a scenario, a warning message is displayed with the unavailable slots. For more information on slot availability, refer to Scheduling Based on Licensing.

    The maximum size limit of the email message is 12 MB.

Results

You have successfully created a schedule.
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