How to Edit Or Delete a Scheduled BW Report

Information Broadcasting Super/Power User Schedule Modifications

Once you have created a scheduled BW report using the Broadcasting Wizard, you have the ability to Edit your scheduled report, stop the scheduled report from being sent, or delete your scheduled report completely. There are a few different options that can be used to reach the necessary screens to make these changes.

Option 1 to go to the Broadcaster Settings Page: If you sent the scheduled BW report to yourself, you should receive an email on a regular frequency that provides both a link in the main body of the message to connect to the report (or an attachment going to the PDF or Excel file, if the chosen format was not on-line link) as well as a link near the bottom of the email that can be used to connect you to the Broadcaster Settings page.

1. To go to the Broadcaster Settings page, click the link in the lower portion of your email.

2. The SAP Portal window will appear. Log in with your User ID (career account) and Password.

E:\SAP\Tips and Tricks\How to Edit or Delete a Scheduled BW Report - all users.doc Revised: 9/25/07

of 20 Information Broadcasting Super/Power User Schedule Modifications

3. A page similar to the following Broadcaster Settings page should appear. Note: Only the Scheduled BW reports for this specific report appear (In this screen shot: AIMS-FM Account Assignment 7.0 (Z_ZAIMS_C01_Q5000_V2)). The report will now be available to edit.

Note: Please skip to p.9 ‘Using the Broadcaster Settings Page’

Option 2 to go to the Broadcaster Settings Page: If you sent the scheduled BW report to someone else, but not to your own email address, you will need to use a different method to go to the Broadcaster Settings Page.

1. Begin by logging into the SAP Portal with your User ID (career account) and Password, using the following URL: https://erp-portal-prd.itap.purdue.edu/irj/portal.

2. Navigate to the BW report that you scheduled with the Broadcasting Wizard, that you want to edit. In this example, AIMS-FM Account Assignment 7.0. a. Click the AIMS Tab.

b. Click FM Account Assignment.

c. Run the report with your variables or saved variant (enter values, click OK).

3. The report should display with your data values. Click the Send Button.

4. The Broadcasting Wizard window will appear. Click the here link.

5. This will bring up the Broadcasting Wizard Settings page. Note: Only the Scheduled BW reports for this specific report appear (In this screen shot: AIMS-FM Account Assignment 7.0 (Z_ZAIMS_C01_Q5000_V2)).

6. Navigate to the report you would like to edit using the scroll bar on the right side of the list of scheduled reports. Click the Description for the report you want to edit. (In this example, the Description is Describe your report here, and the Technical name is SCHEDULEDREPORT2.)

7. You will receive the following pop-up message. Click OK to Discard the Current Setting. Because you had originally clicked the Send Button from your report, the system assumed that you were setting up a new Scheduled Report, and since you are editing an existing report you do not need to keep these settings.

8. The selected report will now be available to edit.

Note: Please skip to p.9 ‘Using the Broadcaster Settings Page’

Option 3 to go to the Broadcaster Settings Page:

1. Log in to the SAP portal.

2. Click on the Business Explorer Tab.

3. Click on the BEx Broadcaster link.

4. Select Query as the object type from the dropdown list, and click the Open button.

5. Navigate to the scheduled query that you want to edit. From the Display box click the drop- down arrow and select InfoAreas. Expand Purdue Business Warehouse then expand the rest of the path to find the scheduled query. Click the query name, then click the Transfer button.

6. This will bring up the BEx Broadcaster page. Note: Only the Scheduled BW reports for this specific report appear (In this screen shot: AIMS-FM Account Assignment 7.0 (Z_ZAIMS_C01_Q5000_V2)).

7. Navigate to the report you would like to edit using the scroll bar on the right side of the list of scheduled reports. Click the Description for the report you want to edit. (In this example, the Description is Describe your report here, and the Technical name is SCHEDULEDREPORT2.) Once you click on the description for the desired report, the ‘Setting Describe your report here’ portion of the window will appear for your report.

Using the Broadcaster Settings Page/Broadcasting Wizard Settings Page: Now that you have used one of the methods previously explained to reach the Settings Page, you can begin the process of editing your scheduled report. The Edit options will be the same regardless of which method you used to reach this point.

Editing the Description and Output Format

1. The Description can be changed by editing the verbiage in the Description box. The Output Format can be changed by clicking the drop-down arrow to the right of Output Format, and selecting a different format. The Save button must be clicked to save changes.

Editing the Email Addresses Option using the Recipient(s) Tab

1. Email Addresses for the recipients of the scheduled report can be added, removed or changed in the Recipients Tab on the Settings page. This can be done by deleting the existing email address and typing in a new address, or by typing a semi-colon ‘;’ after the first email address and typing in a second email address. If you have used an email address previously, it may be available to use from the Last Selected Values box (Value Selection for “E-Mail Addresses”). Click the Save button when changes have been completed.

2. For example, to add an additional recipient email address, place your cursor after the existing email address, type a semi-colon ‘;’, a space, and then type the additional email address. Then click the Save button to save your changes. The next time the report is sent, it should go to the new list of recipients. Note: If you choose to use the Value Selection for “E-Mail Addresses”, you will need to check the box next to the email address you want to add, and then click the Transfer button (as shown above). This will add that email address to your E- Mail Addresses line. You must click the Save button to save the changes.

Editing the Subject, Importance and Contents using the Texts Tab

1. The subject, importance and contents of the recipients email can be edited by clicking on the Texts tab on the Settings page, making the necessary changes and clicking the Save button.

2. For example, you can add or change the wording of your subject line by placing your cursor into the subject line and typing additional information (or you could also delete verbiage). You can change the importance by clicking the drop-down arrow and selecting a different level of importance. The contents could also be edited by typing additional words or deleting what you no longer want to say. Then click the Save button to save your changes. The next time the report is sent, it should include the new Subject line, Importance level and Contents information.

Editing the Variant Occupancy (Variable Entry Screen) using the General Link Generation Tab

1. The Variant Occupancy (variable entry screen) can be edited by clicking on the General Link Generation tab on the Settings page and clicking Change next to Variant Occupancy. This will bring up the Variable Entry screen, allowing you to change any of the variables that were used in your report. Make the necessary changes to the variables and click OK on the Variable Entry screen. Click the Save button under the General Link Generation tab on the Settings page to save the changes. Note: Parts of the variables in the example below have been hidden for security purposes.

Editing the Variant Occupancy (Variable Entry Screen) using the General Precalculation Tab

2. When the output format is PDF, HTML, XML (MS Excel), or MHTML, the Variant Occupancy (variable entry screen) can be edited by clicking on the General Precalculation tab on the Settings page and clicking Change next to Variable Values. This will bring up the Variable Entry screen, allowing you to change any of the variables that were used in your report. Make the necessary changes to the variables and click OK on the Variable Entry screen. Click the Save button under the General Precalculation tab on the Settings page to save the changes. Note: Parts of the variables in the example below have been hidden for security purposes.

*Note: Remember when broadcasting an e-mail as html output format you must send it as an zip file or it will not save the settings.

Alternative Way to Execute Broadcast

1. An alternative way to execute your report after modifying the settings is to click the execute button at the bottom of the screen. After clicking the execute button you will see the same confirmation message as if you used the dispatch option. *Note: You can execute a report using the new settings before you save those settings. Don’t forget to click the save button after making any changes in to the settings of the report if you plan on keeping those settings for future scheduled reports.

a. The recipient(s) will receive an email with the report information that looks like the email they would have normally received at the scheduled frequency.

Alternative Way to Schedule Broadcast

2. Another way to change the schedule to a report is to click on the schedule button at the bottom of the screen. Clicking on it will bring up the screen that allows you to edit the frequency of your scheduled report.

Using the Right-Click options on the Descriptions link on the Settings Page

3. If you right-click on the description link for a report that you have scheduled that is on the settings page, you will see four options: Edit, Delete, Execute and Dispatch.

4. If you are a power user, and you right-click on the description link for a report that you did not schedule that is on the settings page, you will see one option: Edit. Note: If you choose to edit a report that you did not schedule, you will need to use the Save As button, instead of the Save button to save the changes that you make. As a power user, you cannot save changes to another users scheduled report, you must do a Save As and provide a new Description and Technical Name for your own scheduled report.

Using the Edit Option 5. If you click on the Edit option, it will display the settings for that report in the ‘Setting Describe your report here’ section of the Settings page. This will allow you to edit the settings of the report. Note: This is basically the same as clicking the description link to display the setting information for that scheduled report.

Using the Execute Option

6. If you click Execute after right-clicking on the description link for a report that you have scheduled, it will immediately execute the report and send it to your desired recipient(s). The Execute Button at the bottom of the Settings Page can also be used to execute the report. You will then see the following screen and messages.

a. The recipient(s) will receive an email with the report information that looks like the email they would have normally received at the scheduled frequency.

Using the Dispatch Option or the Schedule Button 7. If you click Dispatch after right-clicking on the description link for a report that you have scheduled, it will bring up the screen that allows you to edit the frequency of your scheduled report. This can also be done by clicking the Schedule Button at the bottom of Settings Page.

a. If you wanted your report to be broadcasted when the InfoProvider for that report was updated, you could check the box under Execution with Data Change in the InfoProvider. b. It is more likely that you will choose to use Direct Scheduling in the Background Processing. i. If the report is currently scheduled, it will display the date and time the report is to be started next on. 1. If the report is not currently scheduled, the ‘to be started next on’ information is not included on the scheduling screen, as displayed in the ‘Scheduling DBM Operating’ screen shot on the previous page. ii. If you want to create a new schedule frequency, check the box next to Create New Scheduling. 1. Check the box next to Periodic All. 2. Select the frequency (1 to 99) and choose Day(s), Week(s), or Month(s).

3. Click the Transfer button. Note: ‘The Next Start at’ under Direct Scheduling in the Background Processing defaults to tomorrow’s date and is in military time. 4. Click the Save button on the Settings page to save the changes.

Using the Delete Option 8. If you click Delete after right-clicking on the description link for a report that you have scheduled, it will bring up the screen that allows you to delete a scheduled report. This option does not only stop the report from being sent at a specified frequency, it actually deletes the schedule completely from the Settings page. Note: Deleting the scheduled report does not delete the actual report (or query), only the schedule and settings.

a. If you click OK, the scheduled report will no longer be listed on the Settings page. b. If you click Cancel, the scheduled report will not be deleted and will remain on the Settings page.

Using the Overview of Scheduled Settings to Delete (stop) a Scheduled Report

1. From the Settings Page, click the Overview of Scheduled Settings link near the top of the page.

2. This will take you to a Settings Selection page. The Settings for Object Type should be ‘Query’. The Event should be ‘Direct Scheduling in SAP Background Processing’. To see all of the reports that have been scheduled, click the Choose button.

3. The Schedules section will display all of the Scheduled reports with their Setting (Description), BW Object (Technical Name), Owner, Scheduled by, Scheduled on, and Event.

4. If you only want to see the reports that you scheduled, type your User ID (career account) in the Created By box, then click the Choose button.

5. This will display only the reports that you have scheduled.

6. To delete (stop) the scheduling of multiple reports (or an individual report), select the box to the left of the Settings (Report Descriptions), and then click the Delete Selected Schedules button. Note: This will only delete (stop) the schedule frequency. This will not delete the scheduled report, and it will still be displayed on the Settings Page. In order to truly Delete the scheduled report, you must right-click on the Description link on the Settings Page and select Delete.