Show TOC

Broadcasting BEx Objects by E-Mail Based on Master Data (Bursting)Locate this document in the navigation structure

Use

Distribution type Broadcast E-Mail (Bursting) allows you to broadcast BEx objects (queries, query views, Web templates, reports, or workbooks) as precalculated documents or online links by e-mail to recipients that you determine on the basis of master data. If you have maintained the addresses of the recipients in the master data, you can select a characteristic in whose attributes the e-mail addresses or the BW user names are maintained, and the system can determine the recipients from this information. This type of distribution is known as bursting.

You can also specify that the document is to be filtered for each recipient by their relevant characteristic values. The BEx object then has to contain the selected characteristic that you want to broadcast. Every recipient then receives the document with values corresponding to his/her area. You can define the broadcast setting so that the monthly sales report is sent to all branch managers for example. Every branch manager then receives the sales report with the sales data from his/her branch.

Prerequisites

You have created a broadcast setting and chosen Broadcast E-Mail (Bursting) as the distribution type. You have also chosen the required output format.

More information:Creating Broadcast Settings

Procedure

Determining Recipients

On the Recipient Determination tab page, you specify the characteristic for determining the recipients and define the characteristic values for each of which an e-mail recipient is to be determined.

Characteristic for Recipient Determination

To determine the recipient, choose the characteristic with which the recipient is to be determined, and the attribute for which the recipient is maintained.

  • Send Unchanged Document

    The document is not adapted to suit the recipient.

    Enter the technical name of the required characteristic for which the recipient is maintained as an attribute either manually or by choosing with the quick info text Selection. The characteristic can be any characteristic in your BW system and does not have to be in the BEx object that you want to distribute.

  • Filter Document by Characteristic Value

    The document is filtered by the characteristic value with which the recipient was identified. Each recipient receives the document filtered by the relevant characteristic values.

    Choose the required characteristic for which the recipient is maintained as an attribute. You can select from those characteristics that are included in the query or data provider of the Web application or report.

    Note

    With workbooks, you cannot filter the document by characteristic values.

  • Generate Document with Variable Value

    The characteristic value used to determine the recipient is used as a variable entry when the document is generated.

    Select the variable you want to use. You can select from those characteristic value variables that are included in the query or data provider of the Web application, report, or workbook.

    Note

    The system only displays this setting if the BEx object (query, Web template, report, or workbook) contains characteristic value variables.

  • Attribute for Recipient Determination

    Choose the attribute for which the recipient is maintained. Under Attribute Value Is, specify whether the recipient is to be identified using the e-mail address or the user name.

Selection of the Characteristic Values

Specify the characteristic values for each of which an e-mail recipient is to be determined.

Caution

If you do not make a selection here, an error message is displayed. This ensures that the broadcast setting cannot be sent inadvertently for all characteristic values.

You can create the selection of characteristic values as a list or specify them using a control query:

  • Using Following Selection

    Under Create Selection, specify the characteristic values for each of which an e-mail recipient is to be determined.

  • Using a Control Query

    Under Control Query, specify the query from which the characteristic values are to be selected, either manually or by choosing with the quick info text Selection. A document is calculated and broadcast for each characteristic value of the selected characteristic.

    Under Variant, you can select an existing variant for the query. Input-ready variables for the query can then be filled with values.

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

Enter Text

On the Texts tab page, you can make entries 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 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 General Settings for Precalculation and the Creation of Links

If you have chosen a file in a particular format (HTML or PDF, for example) as the output format, you can make various settings on the General Precalculation tab page.

If you have selected an online link as the output format, the settings options on the General Link Generation tab page are available to you.

Make various settings here relating to, for example, variables or exceptions.

More information:Making General Settings for Precalculation and the Creation of Links

Specifying Filter Navigation

On the Filter Navigation tab page, you can specify characteristics or a control query so that the system precalculates multiple documents with different filter settings from the same BEx object (query or Web template, for example).

Note

This tab page is not applicable to the Online Link to Current Data output format, and therefore is not displayed.

More information:Specifying Filter Navigation