Broadcast 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, the BEx Broadcaster immediately generates a document in accordance with 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 have been met:

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

Note that exceptions created at runtime in BEx Web Applications are not taken into account for precalculation in BEx Broadcaster.

More information: Defining Exceptions

●      You selected Broadcast by Exception as the distribution type with the output format Exceptions when you created the broadcast setting.

●      Account for the relevant prerequisites that are dependent on the distribution type:

○       Broadcast by e-mail: You have maintained the possible recipients as communication type E-Mail in the user master data and have entered the e-mail addresses.

More information: Tasks for System Administration

○       Generation of alerts: In Alert Management you have defined alert categories, selected the recipients of SAP alerts and, if necessary, maintained the alert container.

More information: Configuring Alert Management for Generating Alerts

○       Broadcast to the portal: You have set up KM folders and, if necessary, collaboration rooms.

More information: Setting Up Broadcasting to the Portal

Features

For exception-specific distribution, make the settings on the following tab pages:

Exception Distribution

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 specify the parameters for the distribution type. The system displays a new dialog box in which you make the following settings:

Distribution Type Broadcast E-Mail:

●      Recipients

You can specify recipients in various ways:

○       User: Enter the BI user names of the recipients manually or by choosing  with the quick info text Selection; user names must be separated by semicolons.

○       User in Role: Enter the BI 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 who are assigned to one of the roles specified here.

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

○       E-Mail Addresses: Enter the e-mail addresses of the recipients, separated by semicolons.

●      Texts

You can specify values 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 via the PR_ONLINE_LINK variable.

More information: Use of Text Variables

Distribution Type Create Alert:

●      Alert Generation: On this tab page, you can select the required alert category that was defined in Alert Management (for example, Book Sold Out). 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 BI user names or roles from the BI system (separated by semicolons) either manually or by choosing  with the quick info text Selection.

●      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 for each one, enter the value to be used to fill the 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: Use of Text Variables

The alerts can be displayed in the central worklist. The central worklist must be correctly configured for this purpose. For more information, see 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 under which the document is to be saved - either manually or using a text variable (by choosing  with the quick info text Attach Text Variable). More information: Use of 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 BI 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 BI 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 BI user names or assigned to one of the selected roles.

■       Export Document to Other Folder:

By choosing  with the quick info text Selection, enter the KM folder in which the document is to be stored in the portal.

For more information, see Broadcast to the Portal.

●      Texts

You can specify values for the following:

○       Display Name: Enter the name manually or using a text variable (by choosing  with the quick info text Attach 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: Use of Text Variables

Selection Criteria

You define the criteria with which you want to select the exceptions to be distributed. You can choose either an exception or a combination of exception and alert level as the selection criterion.

Value

Here you choose the exception or combination of exception and alert level that is to be distributed.

Content

You select the details of the exception to be included in the document (exception details, exception overview).

Format

Choose the format you want for the document (HTML, text, text with technical name, XML).

User/Language

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

More information: User/Language

Exception Search

You define the navigational states that are to be searched for exceptions.

●      Standard Navigational State: The system searches the navigational state of the query that existed in the 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 occurs if the characteristics specified are drilled down in the rows. Under Characteristic, select the required characteristic and specify the required filter values.

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

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