Schedule a Report in BusinessObjects to be Sent to Email or a BO Inbox

Environment

BusinessObjects

Issue

Schedule a BusinessObjects report

Resolution

• Schedule a Report
  • Open the applicable folder in My Favorites.
  • Right-click the report title and select Schedule.
    • Optional: Rename the Instance Title. For example, if you schedule a report for a particular DeptID, you can add that value to the title.
      • If you schedule the report to run more than once, the same title is used for every instance.
      • An instance is a single scheduled refresh of the report, stored with data. A report can have multiple instances.
  • Click Recurrence in the left-hand panel.
  • Select a value from the Run object drop-down list.
  • If applicable, enter recurrence options.
    • For most recurrence options, you must specify a number (N), such as every 6 days or every 3 months.
    • To run the report every two weeks, select Daily and enter 14 in the Days(N) field.
    • Since each schedule has only one set of prompt values, you may need to create multiple schedules for a single report. For example, you could set up 12 schedules for a report--one for each month, with different prompt values.
  • Adjust start and end times as needed. You do not need an end time if you run the report Now or Once.
    • The default end year is 10 years in the future.
  • If your report contains prompts, click Prompts to check the prompt value(s).
  • Click Modify to select prompt value(s).
  • Make your changes, then click Apply.
  • Click Formats.
    • Select the desired format under Output Format or accept the default (Web Intelligence).
    • If you are sending the report by email, do not select Web Intelligence. The recipient will be unable to open the report.

• Select a Destination
  • Click Destinations and select the applicable Destination for the output file. The Default Enterprise Location, means the instance(s) will be stored in the same folder as the report.
    • BI Inbox. The selected recipients will get the report in their BusinessObjects Inbox.

• • • • Verify that User List is highlighted under Available Recipients.
      • Search for the recipient In the Find Title field..
      • Select the name you want in the search results and click  to add this name to Selected Recipients.
      • Repeat steps A-C for any additional recipients.
      • Click Schedule in the lower right corner

• • • Email

• • • • Enter the email addresses of recipients, separated by commas, In the To: field.
      • Type a subject.
      • Verify the Add attachment checkbox is checked.
      • Verify the Add File Extension checkbox is checked.
      • Type a message in the Message field.
      • Click Schedule in the lower right corner.

• • If you chose to run the report Now, click Refresh  to update the status.
  • To return to the list of reports in the current folder, close the History window

• Reschedule a Report
  • From the History window, right-click an instance whose status is Recurring. Select Reschedule. The Reschedule window opens.
    • If a job fails, it will not run again. You need to reschedule it.
  • Select the desired options under Reschedule.
  • Replace displays in the left column if this report is scheduled for future runs.
    • Select Create new schedule from existing schedule to schedule additional runs of this report--for example, with different prompt values.
    • Otherwise, select Replace existing schedule.
  • If applicable, select Prompts to modify prompt values.
    • You can change the Instance Title to reflect a prompt value, such as, a specific Dept.
  • When finished, click Schedule.

Additional Information

• To schedule a UM-maintained report, copy it to your My Favorites folder or subfolder.
• Select times when the Data Warehouse is available: Sunday, noon - Saturday, 11 p.m.
• Avoid scheduling reports:
  • When the data set(s) they use are being refreshed (see Refresh Schedule).
  • During the daily reboot of BusinessObjects servers, 4:00 - 5:30 a.m.
• When scheduling email delivery of reports containing sensitive information:
  • Do not send BusinessObjects reports via e-mail to non-umich addresses or to a distribution list.
  • Never use email to send reports containing social security numbers or other sensitive data.

If you modify a scheduled report, BusinessObjects will run the modified version at the scheduled time(s).