MCCC Knowledge Base

CROA - Alerting

2016

Alerting

    

Alerting concepts

  

Alerts notify you about changes and notify users and administrators when events are triggered. Use alerting to manage objects and events on the basis of exception.

    

Subscribing to alerts

  

In the BI platform, users and administrators can subscribe to alerts in the BI launch pad or in the Central Management Console (CMC).

  

Enabling alerts

  

When new reports are created, report designers enable alerts. As events are triggered, notifications are sent to subscriber email addresses or to a BI system destination (for example, a launch pad account).

  

 

Viewing alert notifications

 

In the platform, users and administrators view notifications in the launch pad or in an email.

Right-click an alert and select See More to display alert information, including the alert’s title, message, and trigger time.

  

Managing alerts

  

Content administrators and power users manage alerts in the launch pad or in the CMC.

System administrators manage alerts in the CMC and control user access by assigning access rights.

 

Example

 Alerting and Crystal reports

 For example, Julie works at an auto insurance company and tracks the number of claims filed using a Crystal report. Julie subscribes to the daily Claim Number alert and chooses to receive her alert notification by email. After a week, the number of auto insurance claims reaches 10,000, meeting the alert’s condition and triggering the alert. Julie receives an email notification and realizes that auto insurance claims have increased dramatically. She informs her manager and recommends launching a campaign to promote safer driving habits

 

Alert sources

 

Monitoring uses alerting to notify system administrators of changes in the overall health of the BI platform.

Alerts based on monitoring probes are located in the Monitoring Events folder, in the Events area of the CMC. For more information about monitoring, see the SAP BusinessObjects Business Intelligence Platform Administrator Guide.

Objects created in applications such as Information Steward and Event Insight also use alerting. For more information, see the application’s documentation.

 

 

Object that supports alerting

 

Description

 

Crystal reports

 

Crystal reports can contain multiple alerts. When you add a report containing alerts to the repository, the BI platform automatically creates event objects that correspond to each alert in the report. Event objects are located in the Crystal Reports Events folder, under Events, in the Central Management Console (CMC). You can search for alerts using Content Search.

 

Only reports created in the platform support alerting and allow users to subscribe to alert notifications when the reports are added. To subscribe, locate the report, and perform the subscription task on the report object.

 

Events (file-based, schedule-based, and custom)

 

You can enable alerting for any event.

 

   

Differences between alerting and Crystal report alert notifications

 

 In earlier versions of the BI platform, you could configure Crystal report alert notifications when you scheduled reports. The platform still supports this functionality for reports created in SAP Crystal Reports.

 

 

 

Key difference

 

Alert notifications in Crystal reports

 

Alerting in BI launch pad

 

Supported objects

 

Reports created in Crystal Reports

  • Reports created only in Crystal Reports
  • Events
  • Monitoring probes
  • Information Steward alerts
  • Event Insight alerts

 

Supported destinations

 

Email

  • My Alerts in BI launch pad
  • Email

 

Usage

 

You configure alerts when you schedule a Crystal report.

 

Recipients can include Enterprise users or dynamic users. You must manually enter all recipient email addresses.

 

You subscribe to alert notifications from the alert source and can change a subscription as needed.

 

Recipients can be Enterprise users or dynamic users. You must manually enter email addresses for dynamic recipients.

 

  

Alerting workflow

  

Alerting workflow for Crystal reports

  

  1. The report creator designs a report that contains alerts in SAP Crystal Reports for Enterprise.
  2. The report creator or a content administrator adds the Crystal report to a folder in the Folders or Personal Folders area of the Central Management Console (CMC). When the report is added, the BI platform automatically creates report event objects, based on the alerts in the report.
  3. A user logs on to the CMC or to the BI launch pad, locates the Crystal report, and subscribes to the alert.
  4. The report creator or a content administrator schedules the Crystal report to run.

If the alert condition is met, the alert is triggered and the user receives notification according to the subscription settings. 

 

Alerting workflow for events

  

  1. The content administrator creates an event in the CMC and enables alerting on the new event.
  2. The user sees the alert in the Events area of the CMC or searches for the alert in the launch pad, and subscribes to it.

  

  1. The event occurs, triggering the alert.
  2. The user receives notification that the event occurred according to the subscription settings.

  

  

 Access rights required for alerting

 

 

Depending on your role in the alerting workflow and your responsibilities, the access rights you need may vary.

  

 

Role

 

Task

 

Rights required

 

User

 

Subscribe to a document alert

  • View rights on the document
  • View rights on the corresponding event
  • Subscribe rights on the user’s own account

 

To view an instance via a document link in an alert notification, you must also have View Instance rights on the document.

 

User

 

Unsubscribe from a document alert

  • View rights on the corresponding event
  • Subscribe rights on the user’s own account

 

User

 

Receive notification about a document alert

  • View rights on the corresponding event
  • View rights on the document

 

Content administrator

 

Manage destination and parameter settings for a document alert

  • Edit rights on the document
  • Edit rights on the event

 

Content administrator

 

Manage alerting settings for a document

  • View rights and Edit rights on the document
  • View rights and Edit rights on the corresponding event
  • View rights and Subscribe rights on the users or groups to add as subscribers

 

To add a user group to the list of subscribers, you must also have View rights and Subscribe rights on the user group object. Having View rights and Subscribe rights on individual users in a group is not sufficient.

 

Content administrator

 

Unsubscribe a user from a document alert

  • View rights on the document
  • View rights on the corresponding event
  • View rights and Subscribe rights on the user

 

Content administrator

 

Trigger a document alert

  • View rights and Schedule rights on the document
  • View rights and Trigger rights on the corresponding event

 

 

Event alert rights

 

 

Role

 

Task

 

Rights required

 

User

 

Subscribe to an event alert

  • View rights on the event
  • Subscribe rights on the user’s own account. By default, each user has Subscribe rights on her or his own account.

 

User

 

Unsubscribe from an event alert

  • View rights on the event
  • Subscribe rights on the user’s own account. By default, each user has Subscribe rights on her or his own account.

 

Content administrator

 

Manage alerting settings for an event

  • View rights and Edit rights on the event
  • View rights and Subscribe rights on users or groups to add as subscribers

 

To add a user group to the list of subscribers, you must also have View rights and Subscribe rights on the user group object. Having View rights and Subscribe rights on individual users in a group is not sufficient.

 

Content administrator

 

Trigger an event

 

View rights and Trigger rights on the event

 

Table : Alert notification rights

 

 

Role

 

Task

Rights required

 

User

 

Receive an alert notification

 

View rights on the corresponding event

 

User

 

Mark an alert notification as read or unread

  • View rights on the alert notification
  • Subscribe rights on the user account

 

User

 

Reread an alert notification

 

View rights on the alert notification

 

User

 

Delete an alert notification in BI launch pad

  • View rights on the alert notification
  • Subscribe rights on the user account

 

 13.1.5             Alert source objects

  

The way that you view alert sources depends on the object type of the alert source. The following table summarizes where alert sources are located:

 

 

 

Object type (alert source)

 

How to locate the object

 

Crystal report

 

Crystal reports can be stored in personal folders or in public folders.

  • To view a Crystal report in a personal folder, on the Documents tab, click the My Documents drawer, and click the Favorites node. The Crystal report appears.
  • To view a Crystal report in a public folder, on the

Documents tab, click the Browse Folders drawer, and locate the folder containing the report.

 

Event (file-based, schedule-based, and custom)

 

Search for the name of an alerting-enabled event.

 

If you subscribe to an alert, you can quickly view it. On the Documents tab, expand the My Documents drawer, and click Subscribed Alerts.

 

 

Alert notifications

  

Alert notifications can be sent to a destination in the BI launch pad or to a subscriber email address. You can view alert notifications in two ways in the launch pad:

  • On the Home tab, click Unread Alerts to display a list of your last 10 unread alert notifications.
  • On the Documents tab, click the My Documents drawer, and click My Alerts to display alert notifications.

 

The Alert Information dialog box displays the alert message and the date and time when the alert was triggered. To display alert information, perform any of the following actions:

  • On the Home tab, click a notification under Unread Alerts.
  • In My Alerts, double-click an alert title.
  • In My Alerts, right-click an alert title and select See More.

   

Subscribing to an alert

  

1. Right-click the alert source in the public folder and select Subscribe.

 

2. In the Subscribe to Publication dialog box, under Destinations:

–    To send the alert notification to a destination in the Business Intelligence (BI) system, such as the BI launch pad, select the InfoView Inbox check box.

–    To send the alert notification to the email address specified for your user account in the BI platform, select the Email check box, and confirm that your email address is entered correctly.

This destination is available if an email address is specified for your user account. If your email address is specified but is incorrect or not entered, you will not receive the alert notification.

3. To specify a parameter for the alert, under Parameters, click Edit, and modify the parameter value.

 

If a document is personalized, personalization details appear when you hover the mouse over an alert check box.

4. If multiple documents are listed under Alert, select the check box beside each alert you want to receive.

 

Depending on the alert source, you may need to configure additional settings.

 

5. Click OK.

 

The next time the alert is triggered, a notification will be sent to the destination you selected. Notifications are sent using the destination defaults for alerting in the CMC, unless you specify custom settings for an alert source.

 

To change which destinations an alert notification will be sent to, on the Documents tab, expand the My Documents drawer, and click Subscribed Alerts. Right-click an alert source and select Modify Subscription. You can also select  More Actions  Modify Subscription  to modify your subscription to multiple Crystal report alerts from the same report or to edit parameters for EDBI alerts.

  

Unsubscribing from an alert

 

 

1. On the Documents tab, expand the My Documents drawer, and click Subscribed Alerts.

 

2. Right-click the alert from which to unsubscribe and select Unsubscribe.

 

3. When prompted for confirmation, click OK.

  

Subscribing other users to an alert

  

  1. Right-click the alert source and select Manage Subscribers.

 

  1. In the Manage Subscribers dialog box, click Subscriber List in the navigation panel.

 

  1. To add new subscribers:

 

  1. Click Add.
  2. In the Add dialog box, move users and user groups from the Available list to the Subscribed list
  3. Click Add Default Subscription(s).
  4. In the Edit Subscriptions dialog box, configure the alert and destination options as needed.

 

For example, you can modify which alerts to subscribe to (if the alert source contains multiple alerts). Depending on the alert source, other settings may be available.

  1. To edit settings for a subscriber:

 

  1. Select a user in the Subscriber column, and click Edit.
  2. To edit which alerts the user will receive, in the Edit Subscriptions dialog box, click Alerts in the navigation panel, and select the check box for each alert you want to subscribe the user to.

If the alert source contains multiple alerts, each alert is listed. Otherwise, only one alert appears.

  1. To edit which destinations an alert will be sent to, click Destinations in the navigation panel, and select the check box for each destination you want to sent the alert to.

 

Only email destinations that are enabled and configured on the Adaptive Job Server are available. If no email destination is configured, only the My Alerts check box appears.

  1. If available, configure other alerting options as needed.

 

 

Depending on the alert source, additional options may be available.

  1. Click Save & Close.

 

  1. Click Save & Close.

  

 

 

13.4      Excluding users from an alert

 

 

You can exclude users from an alert when you want to subscribe most, but not all, users in a group to the alert. First, you subscribe the entire group, and then you exclude users who do not need to receive alert notifications.

 

The Excluded list overrides all other subscription settings for a user.

 

  1. Right-click the alert source and select Manage Subscribers.

 

  1. In the Manage Subscribers dialog box, click Excluded List in the navigation panel.

 

  1. Move users from the Available list to the Excluded list.

 

  1. Click Save & Close.

 

 

Managing custom alerting settings for an alert source

 

 Notifications are typically sent using the default destination settings for alerting.

 

  1. Right-click the alert source and select Manage Alerting Settings.

 

  1. In the Manage Alerting Settings dialog box, select the Enable My Alerts check box to choose the BI launch pad as a destination.

Alert notifications will be sent to the subscriber’s BI launch pad accounts. In the launch pad, subscribers can view alerts in My Alerts on the Documents tab.

  1. To choose email as a destination, select the Enable Email check box.

 

  1. Select Use default email settings to use the default alerting settings for email, or select Use custom email settings and perform the following actions as needed:
    1. In the From box, enter a return email address, or select variables for the email address from the Add placeholder list.
    2. In the To box, enter each email address that you want to send alert notifications to, or select variables for the email address from the Add placeholder list.
    3. In the Cc box, enter each email address that you want to send alert notifications to, or select variables for the email address from the Add placeholder list.
    4. In the Bcc box, enter the email address of each undisclosed recipient that you want to send alert notifications to, or select variables for the email address from the Add placeholder list.
    5. In the Subject box, enter the subject of the alert notification, or select variables for the subject from the

Add placeholder list.

  1. In the Message box, enter the message for the body of the alert notification, or select variables for the message from the Add placeholder list.
  2. Select the Add Attachment check box to add an attachment to the alert notification.

 

 

  1. Under File Name, select Use Automatically Generated Name or Use Specific Name. If you select Use Specific Name, enter a file name or select a placeholder in the list.
  2. Select the Add File Extension check box to automatically a file extension to file names.

 

If you do not add a file extension to a file name, the document cannot be opened.

 

  1. Click Save & Close.
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