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Precalculating and Distributing WorkbooksLocate this document in the navigation structure

Use

You can use BEx Broadcaster to precalculate and distribute workbooks. The system generates Microsoft Excel workbooks with historic data. You specify when precalculation will take place. Workbooks can be precalculated at a predefined time or whenever data in the underlying InfoProvider changes. You can broadcast the precalculated workbooks by e-mail or to the portal, where they can be accessed by employees.

Procedure
  1. Choose Tools → Broadcaster from the analysis toolbar in BEx Analyzer.
    Note

    The Tools → Broadcaster option is only visible when a workbook is open. If you only open a query in BEx Analyzer, this broadcasting option is not available.

    You can also call BEx Broadcaster from other areas and select the required workbook for broadcasting:

    1. Under Settings for Object Type, choose Workbook.
    2. Choose Open.
    3. Select the required workbook from your history, favorites, or roles.
    4. Choose Apply.

    More information:Calling BEx Broadcaster

  2. Choose Create New Setting.

The Broadcasting Wizard provides step-by-step instructions for creating the broadcast setting. If you want to use this choose Create New Setting with Wizard.

  1. Enter a description for the broadcast setting.
  2. Choose whether to broadcast the precalculated workbook by e-mail or to the portal.

    You can find out more about the setting options in the various tab pages under

    Broadcasting BEX Objects by E-Mail

    Broadcasting BEX Objects to the Portal

  3. Select the required output format:
    • MS Excel Workbook

      The system generates a Microsoft Excel file containing the precalculated data. Recipients can continue navigating in this file after logging on to BEx Analyzer.

    • Online Link to Current Data

      The system generates a URL. Recipients can open the workbook in BEx Analyzer by using the online link and can then continue navigating in it.

  4. If you want to distribute the workbook as a ZIP file, select ZIP File.
  5. Choose the Workbook Precalculationtab page.
    • If the workbook contains variables, you can also specify variable assignment.
      • Determine Here: You can create the values for input ready variables in the workbook.

        The workbook is precalculated with these variable values.

      • Determine from Variants: You can enter the required variant in the Variant field. The workbook is precalculated with the data for this variant.
    • Specify which precalculation server to use.

      You can only do this if a system administrator has set up a precalculation server in Customizing.

      • If you want the system to use the first available precalculation server from the precalculation servers set in Customizing, select Select Automatically.
      • If you want the system to use a specific precalculation server, choose Special Server and specify the server.

If this special server is not available, the system terminates.

  1. If necessary, check your settings by choosing Check and then choose Save.
  2. Enter a technical name for the broadcast setting and choose Transfer (Apply).

    The new setting appears in the overview in the upper screen area in BEx Broadcaster.

  3. Execute the broadcasting setting or schedule it:
    • If you want to distribute the broadcast setting for the workbook immediately, choose Execute.

      A new browser window appears displaying the processing status of the broadcast setting. If you want to close the window, choose Cancel.

    • If you want to distribute the broadcast setting for the workbook at a specific time or when changes are made to the data, choose Schedule.

      More information:Scheduling Broadcast Settings

Result

You have precalculated a workbook and have distributed it according to the chosen setting.

If you have not precalculated the workbook as a ZIP file, the recipients will receive the formatted workbook when they open the file. They can continue navigating in this workbook.

The recipient of the file needs a local installation of the BW front end to be able to logon to the BW system and navigate within the data.

The broadcast setting is listed in the upper screen area in BEx Broadcaster. All broadcast settings that were created for this workbook are displayed here.

If you want to edit or delete the broadcast setting, choose Edit orDelete in the context menu for the setting in question.