What does it do?

In  Business Objects a Publication is an automated process that sends customized versions of the same report to multiple individuals or groups.  This process allows the end-user to maintain a mailing list in an Excel File to be used as during the mail merge process.  When the Publication is scheduled, it will send an email to each recipient that includes an attached report with their specific information.  For example, Publications are used to send Campaign BusinessObject Reports to the Chief Development Officer's so that each CDO receives information for their SCU only.

Why is this done?

It is far easier to set up 1 publication, which requires a list of dynamic receipients, the base report, and a publication, rather than setting up an individual schedule for each recipient.  This makes it much easier for larger reports that are sent to multiple units Quarterly or Bi-Annually.

How is this done?

1. Navigate to the BusinessObjects folder where you're publication is store.  Within that folder you should see an Excel file. Double click on the file to open it.
2. Review the information in the file and make updates/changes as necessary. 
3. Save the modified file to your Documents folders.  Be sure to include the date in the name to make finding the correct file easier.
4. In Business Objects, Right Click on the Excel file and then select Organize and then Replace File.
    
5. Click the Browse... button and navigate and select the file just created.
   
6. Then Click Replace (in the lower right corner).
7. Next, be sure to check the properties on the Publication.
8. Right Click on the Publication and select Properties.  This will open the properties window.
9. First, in the Left Navigation Panel click on Source Documents.  Make sure both the Report and the Mailing List query are listed and marked as "Refresh at Runtime."
   
    
10. Next, click on Dynamic Recipients.  Ensure choices match this:
    
     
11. Next, click on Personalization.  This is where you make sure the linking fields are correct.  
    
     
12. Next, Click on Formats, and be sure that the Output Format for the report is set as Microsoft Excel.  The Mailing List does not need a format selected because it will not be sent.
13. Next, Click on Destinations.  This is where the majority of changes will be made.  First, make sure the Select Destination is set as Email.  This is where you will type the subject line and message you want included in each email.  
    
     
14. Be sure that the box for "Add Attachment" and Add File Extension is checked.
15. Next, click on Recurrence. Be sure the values are set for the frequency you want.  Example shows report set to run 1 a year on a specific date.  Set Month(N)=6 to run every six month.  Be sure to set the start date to the specific calendar date you'd like it to be ran.  Set the start time no early than 7:00 am and no later than 6:00pm.
    
     
16. Next, click on Delivery Rules.  Be sure the condition for the Mailing list is set as "Never Deliver", and the report is set as "If schedule contains data".   Setting this at "If contains" will send the report only if that specific user's report contains data. If the report does not bring back data for that individual, no report will be sent.  If you select "Always Deliver", then a report file with just the headers will be sent to any individual that data returned.  For Example, if LSI does not have any Accepted Plan Gifts, but they are on the mailing list, and Always Deliver is selected, they will receive the email but the attachment will be empty except for the header row.