Broadcasting Queries by Exception

Use

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

Prerequisites

Make sure that the following prerequisites are met:

  • The query has at least one exception. The exceptions can be selected from a dropdown box in BEx Broadcaster.

    More information:Defining Exceptions

  • You have created a broadcast setting and have selected Broadcast by Exception as the distribution type with the output format Exceptions.

    More information:Creating Broadcast Settings

  • Note the various distribution type-specific prerequisites.

Procedure

Specifying the Distribution Type

On the Exception Distribution tab page, define the distribution type and the corresponding parameters.

Distribution Type

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

The following distribution types are available for each exception:

  • Broadcast by E-Mail
  • Create Alert
  • Broadcast to Portal: The system generates a precalculated document format and makes it available in Knowledge Management.

Under Distribution Type, select the required distribution type.

Create Parameters

You define the parameters for the distribution type here. The system displays a new dialog box where you make the following settings:

Distribution Type Broadcast E-Mail:

  • Recipients

    You have the following options when defining the recipients:

    • User Enter the BW user names of the recipients manually or using Selection separated with semi-colons.
    • User in Role: Enter the BW 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.
    • E-Mail Addresses: Enter the e-mail addresses of the recipients, separated by semicolons.
  • Texts

    You can make the following entries here:

    • 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: Set 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 the link to the text of the e-mail if the text does not contain the link in the PR_ONLINE_LINK variable.

    More information:Using Text Variables

Distribution Type Create Alert:

  • Alert Generation:On this tab page, you can select the required alert category defined in Alert Management (Book Sold Out, for example). The recipients are either identified from the alert category (the system distributes the broadcast setting to all recipients specified in the alert category) or you can also specify other recipients in addition to those in the alert category. To do this, specify the BW user names or roles from the BW system (separated by semicolons) either manually or by choosing with the quick info textSelection.
  • Alert Parameters: All the parameters that you have maintained in the alert category are displayed here. Select the parameters that you want to specify with the alert and enter the value to be used to fill each parameter when the alert is generated. You can enter a text manually as the value or you can use text variables by choosing with the quick info text Selection.

    More information:Using Text Variables

The alerts can be displayed in the central worklist. This only works if the central worklist has been correctly configured, however.

More information: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 to save the document under. You can do this either manually or using a text variable (by choosing with the quick info text Attach Text Variable).

      More information:Using Text Variables

    • You can store the document in the current personal portfolio for selected users or in any other KM folder.
      • Export Document to My Portfolio:

        User: Enter the BW user names of the recipients by choosing with the quick info text Selection, user names must be separated by semicolons.

        User in Roles:Enter the roles in the BW system by choosing with the quick info text Selection. Roles must be separated by semicolons.

        The document is stored in the users' personal portfolio. These users are either identified using the BW user names or assigned to one of the selected roles.

      • Export Document to Other Folder:

        To enter the KM folder where you want to store the document in the portal, choose with the quick info text Selection.

        More information:Broadcasting BEx Objects to the Portal

  • Texts

    You can make the following entries here:

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

    More information:Using Text Variables

Setting Selection Criteria

On the Exception Distribution tab page, under Selection Criterion, specify which criterion you want to use to select exceptions to distribute from the exceptions found. Your selection criterion can be either an exception or a combination of an exception and an alert level.

Selecting Exceptions

On the Exception Distribution tab page, under Value, select the exception or combination of exception and alert level to be distributed.

Setting Details

On the Exception Distribution tab page, under Contents, select the details of the exception to be included in the document (exception details, exception overview).

Selecting the Format

On the Exception Distribution tag page, under Format, select the format you want for the document (HTML, text, text with technical name, XML).

Making Language and User-Specific Settings

On the User/Language tab page, you can set which language, authorizations, and user-specific settings are used to generate the scheduled document for background processing of the broadcast setting.

More information:Specifying Language and User-Specific Settings

Defining Navigational States for the Exception Search

On the Exception Search tab page, define the navigational states to be searched for exceptions.

  • Standard Navigational State: The system searches the navigational state of the query that was created in 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 is created if the defined characteristics are drilled down in the rows. Under Characteristic, select the required characteristic and define the required filter values.

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

  • All Navigational States in Search Path: The system searches all the navigational states that are created if the characteristics specified here are included in the drilldown in the specified sequence. Under Characteristic, select the required characteristic and define the required filter values.