Providing the Sales Report in the Portal and
Notification Upon Data Change
Target
As the responsible sales manager for your company, you want to be automatically informed when new data is loaded for the sales report. You are working in the portal and receive a notification from Knowledge Management whenever the sales report contains new data.
Prerequisites
System administration has added the Trigger Event Data Change process type to the process chains for data loading. For more information, see Including Event Data Changes in Process Chains.
In the portal, system administration has assigned the Business Explorer role to the appropriate employees. For more information, see Business Explorer Portal Role.
System
administration has configured the repository manager so that the
subscription
service is activated. If you want the recipients to receive the
notifications both in the Current Notifications iView and as an e-mail,
you need to specify both the mail server and the e-mail addresses in the
subscription service.
Procedure
The IT team and the power user for the department work together to create this scenario.
Setting Up KM Folders as Storage for Sales Reports
1. In the Business Explorer portal role, choose the BEx Portfolio tab page.
2. In the context menu for Personal BEx Documents, choose New → Folder.
3. Enter an ID.
4. Choose Show Properties.
5. Enter the name and make any further necessary settings.
6. Choose Save.
Scheduling Distribution Upon Data Change
...
1. Start the BEx Web Application Designer and open the Web application that displays the sales report in the form of a table and a chart, for example.
2. In the menu bar, choose Web Template → Publish → BEx Broadcaster. The BEx Broadcaster opens.
3. Choose Create New Setting.
4. Enter a description.
5. Choose Broadcast to Portal as the distribution type and MHTML as the output format.
6. Select As ZIP File.
7.
On the Target in
Portal tab page, choose the Export Document to Other Folder option
and select the relevant KM folder under Directory Name by choosing 
with the quick info text
Selection.
8. On the Texts tab page, enter the display name you want to use and a short description that is to be displayed in the portal, along with the priority.
9. To ensure that the system generates multiple documents with different filter settings and that the recipients are able to navigate in the precalculated document using the relevant filter values, choose Filter by Selected Characteristics on the Filter Navigation tab page.
10. Select the required filter values.
11. Check your settings, if required, and choose Save.
12. Enter a technical name for the broadcast setting and choose Apply. The new setting appears in the overview in the upper area of the BEx Broadcaster.
13. To ensure that the broadcast setting is distributed upon data change, choose Schedule.
14. Under Execution with Data Change in the InfoProvider, select the relevant InfoProvider.
15. Choose Apply.
The users in the portal, including, for example, the sales manager, can subscribe so that they receive a notification when new data is available:
Subscribing
...
1. In the Business Explorer portal role, choose the BEx Portfolio tab page.
2. For the required document, in this case, the sales report, choose Subscribe.
3. Choose Edit Subscription.
4. Choose Notification Upon Change and under Frequency, choose the On Every Event setting.
5. Choose Update Subscription.
Result
When data is changed in the underlying InfoProvider, the sales report is automatically distributed to a specific KM folder in the BEx Portfolio. As soon as there is a new sales report with new data, users that have subscribed for the sales report automatically receive a notification in the Current Notifications iView on the Collaborative BI tab page for the Business Explorer role.
See also:
Functions for Objects
in Folders