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.