Broadcasting BEX Objects by E-Mail

Use

You can broadcast BEx objects (queries, query views, Web templates, reports, or workbooks) by e-mail.

Prerequisites

You selected Broadcast by E-Mail as the distribution type when you created the broadcast setting.

Your system administrator has maintained the possible recipients as communication type E-Mail in the user master data and has entered the e-mail addresses.

Procedure

Specifying Recipients

On the Recipients tab page, you can specify recipients in various ways:

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.

Note

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

More information:Working with the Business Workplace
E-Mail Addresses: Enter the e-mail addresses of the recipients, separated by semicolons.

To send e-mails to a distribution list, the distribution list must be recognized with a valid e-mail address (SMTP address) on the SMTP server. The e-mail can be sent to the distribution list as soon as this e-mail address has been specified under E-Mail Addresses in the broadcast setting.

The SMTP server uses the sender's SMTP address to check whether the sender is authorized to send to the distribution list. In broadcasting, the Internet mail address that is specified in the user master data is used as the sender's SMTP address.

For more information about managing distribution lists on the SMTP server and specifying addresses using a valid SMTP address, see the product documentation for the SMTP server (Microsoft Exchange/Microsoft Outlook, for example).

Note

E-mails sent using an SMTP server can be signed, encrypted, or both. Your system administrator makes the relevant settings for this when configuring information broadcasting.

You also need to make specify the user settings for the default values for encryption and using signatures.

Choose System → User Profile → Own Data → Parameters.
In the Parameter ID column, use input help to select SET and GET parameters BCSSIGN (for signatures) and BCSENCRYPT (for encryption).
To activate signatures and encryption, enter X in the Parameter Value column for these parameters.

Once you have set these parameters, all e-mails for the user are signed, encrypted, or both.

Authorized User: If you schedule the broadcast setting in the background (for example for a certain time), you can enter a BW user name either manually or using the Selection.
The system generates the document with the settings (for example, date format) and authorizations of the specified user.

Note

If you want to distribute the broadcast setting immediately, the system generates the document using the authorizations and settings of the current user who is logged on to the system and who defined the broadcast setting.
Language: If you schedule the broadcast setting for background processing (for a specific time for example), you can select the language that the document will be generated in.
The system offers you a choice of the languages that are installed in the BW system.

Note

If you want to distribute the broadcast setting immediately, the system generates the document using the logon language of the current user who is logged on to the system and who defined the broadcast setting.
User-Specific:If you schedule the broadcast setting for background processing (for a specific time for example), you can generate the document as user-specific.
The system generates the document for each of the specified recipients using their personal settings (date format, language) and data authorizations. Recipients specified with e-mail addresses only are not included. For these recipients, the system generates the document using the settings of the authorization user.

Note

If you want to distribute the broadcast setting immediately, the system generates the document using the settings of the current user.

Enter Text

On the Texts tab page, you can specify 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 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

Making Additional Settings

You can also make settings on the Filter Navigation, General Precalculation, General Link Generation, Layout, and Header/Footer tab pages.

The tab pages are context-sensitive and are displayed depending on the selected output format.

More information:

Specifying Filter Navigation

Making General Settings for Precalculation and the Creation of Links

Creation of Print Versions of BEx Applications (for the PDF output format for the Layout and Header/Footer tab pages)