2015

Scheduling objects

You can schedule an object to automatically run at specified times. When a scheduled object runs successfully, an instance is created.

An instance is a version of the object that contains data from the time the object ran. You can view a list of instances in an object’s history. If you have access rights to view objects on demand, you can view and refresh any instance to retrieve the latest data from the data source. Scheduling and viewing instances ensures that objects have the most up-to-date information available for viewing, printing, and distributing.

The default time zone is local to the web server that runs the BI platform, not to the Central Management Server (CMS) that your machine connects to. Before scheduling objects, confirm that your local time zone is selected in the BI launch pad preferences. If you do not have access rights to view or to set your preferences, contact your system administrator.

Scheduling an object

For object options with a default setting, you can keep the default or change the setting when scheduling an object.

Before scheduling a Web Intelligence document, confirm that a context is set in the document. If there are multiple contexts in the Web Intelligence document, refresh the document with the correct context before scheduling it. Documents without a context cannot be scheduled.

1. On the Documents tab, right-click the object to schedule and select Schedule.

2. In the Schedule dialog box, click a category in the navigation list, and then set options in that category for the object.

Repeat this step for each category that you want to set scheduling options for.

3. Click Schedule.

The History dialog box appears, displaying your scheduled job as an instance with a status of Running.

Labeling a scheduled instance

1. On the Documents tab, right-click the object for which to assign a name to a scheduled instance and select Schedule.

2. In the Schedule dialog box, click Instance Title.

3. Enter a name for the instance in the Instance Title box, and click Schedule.

Selecting a recurrence pattern

The recurrence pattern you choose determines when the BI platform runs an object.

1. Right-click an object and select Schedule.

2. In the Schedule dialog box, click Recurrence.

3. In the Run object list, select a recurrence pattern.

4. Click Schedule.

Recurrence pattern options

Option

Description

Now

Runs the object one time, starting immediately

Once

Runs the object once, at the specified start time. If you schedule an object with events, the object will run once, if the event is triggered between the start and end times.

Choose when to start and to stop running the object in the Start Date/Time and End Date/Time lists, and enter the date of the start and the stop times.

Hourly

Creates an instance every hour, at the specified time. The first instance will be created at the specified start time, and instances will be created hourly at that time, until the object stops running at the specified end time.

Choose the time to run the object in the Hour(N) and Minute(X) lists, select when to start and to stop running the object in the Start Date/Time and End Date/Time lists, and enter the date of the start and the stop times.

Daily

Runs the object once daily, at the specified start time. The

first instance will be created at the specified start time, and instances will be created daily at that time, until the object stops running at the specified end time.

Choose the day of the week to run the object in the Days(N)box, select when to start and to stop running the object in the Start Date/Time and End Date/Time lists, and enter the date of the start and the stop times.

Weekly

Runs the object each week on the selected days, at the specified start time. The first instance will be created at the specified start time, and instances will be created each week on those days at that time, until the object stops running at the specified end time.

Select the check box for each day on which to run the object, choose when to start and to stop running the object in the Start Date/Time and End Date/Time lists, and enter the date of the start and the stop times.

Monthly

Runs the object on the specified date, at the specified start time, and at the specified monthly intervals. The first instance will be created at the specified start time, and instances will be created in monthly intervals at that time, until the object stops running at the specified end time.

Choose the month in which to run the object in the Month(N)box, choose when to start and to stop running the object in the Start Date/Time and End Date/Time lists, and enter the date of the start and the stop times.

Nth Day of Month

Creates an instance each month on the specified day, at the specified start time. The first instance will be created at the specified start time, and instances will be created on the specified day of each month at that time, until the object stops running at the specified end time.

Enter the time to start and to stop running the object and the day of the month on which to run the object.

1st Monday of Month

Creates an instance on the first Monday of each month, at the specified start time.

Enter the time to start and to stop running the object.

Last Day of Month

Creates an instance on the last day of each month, at the specified start time.

Enter the time to start and to stop running the object.

X Day of Nth Week of the Month

Creates an instance each month on the specified day and week, at the specified start time.

Enter the time to start and to stop running the object, the day of the week, and the week in the month to run the object.

Calendar

Creates an instance on each calendar date you specify, at the specified start time.

Enter the time to start and to stop running the object, and select the calendar dates when you want to run the object.

Specifying database logon information

Before you can specify database logon information, you must have access rights to an object’s data source.

1. On the Documents tab, right-click the object to specify database logon information for and select Schedule.

2. In the Schedule dialog box, click Database Logon.

3. Change the logon information for the object’s data source as needed, and click Schedule.

Selecting an instance format

Depending on the type of object you are scheduling, you can select the format to save the object instance in, after the BI platform generates it.

1. On the Documents tab, right-click the object to select an instance format for and select Schedule.

2. In the Schedule dialog box, click Formats, and perform one of the following actions to select an output format:

— For a Crystal report instance, select a format in the Output Format list.

— For a Web Intelligence document instance, select a format in the Format Options for Selected Document list.

3. Set the remaining formatting options as needed.

You may need to specify additional options for some Crystal report instance formats.

4. Set the remaining scheduling options as needed, and click Schedule.

Output file formats for instances

You can send or schedule objects to different formats for each type of instance.

Crystal report file formats

The Crystal Reports option preserves more formatting than other file formats. When you select other file formats, the BI platform preserves as much formatting as the format allows. However, reports may lose some or all formatting. If you choose to print a report when it is scheduled, the report instance is automatically sent to the printer in Crystal Reports format. This file format does not conflict with the file format you select when scheduling the report.

For information about scheduling a Crystal report to a specific format, see exporting information in the SAPCrystal Reports 2011 User’s Guide.

Format

Description

Crystal Reports

This .rpt format preserves the most formatting of all output format options. It produces a normal, editable report.

Crystal Reports (RPTR)

This .rptr format produces a read-only Crystal report.

Microsoft Excel (97-2003)

This .xls format attempts to preserve the look and feel of the original report. It preserves data and does not merge cells. You must specify some formatting properties for the report.

Microsoft Excel (97-2003) (Data Only)

This .xls format saves only data, and each cell represents a field.

Microsoft Excel Workbook Data-only

Microsoft Word (97-2003)

This .doc format preserves as much formatting as possible, including graphics. Each object appears in an individual text field.

PDF

.pdf format

Rich Text Format (RTF)

This .rtf format preserves as much formatting as possible, including graphics. Each object appears in an individual text field. This option is available only from a web viewer.

Microsoft Word - Editable (RTF)

This .doc format preserves less formatting than the Microsoft Word(97-2003) option. Text appears in lines, and images are placed inline with text.

Plain Text

Paginated Text

You must specify some formatting properties for the report.

Tab Separated Text (TTX)

This format places a tab character between values. You must specify some formatting properties for the report.

Separated Values (CSV)

This .csv format places a specified character between values. You must specify some formatting properties for the report. For example, if you select this option, you must enter characters for the separator and delimiter.

XML

.xml format

Web Intelligence file formats

Format

Notes

Web Intelligence

.wid format

Microsoft Excel

.xlsx format

Adobe Acrobat

.pdf format

Comma Separated Values (CSV)

.csv format

Plain Text

.txt format

Crystal report instance formatting options

When you schedule a Crystal report instance to some output formats, you may need to set additional options.

Microsoft Excel (97-2003) format

Option

Description

Page Range

To include all pages in a report, select All.
To include a page range, select Pages from, enter the first page number to include, and enter the last page number to include in the to box.

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Set Column Width

To set the width of Excel columns based on objects in a report, select Column width based on objects in the, and choose a report area from which to take the column width in the list.
To set a constant column width, select Constant column width (in points), and enter the width in the box.

Export page header and page footer

To choose when to export page headers and footers in an instance, select Once Per Report or

On Each Page.

To exclude page headers and footers from an instance, select None.

Create page breaks for each page

Select this check box to create a page break after each page in a report

Convert date values to strings

Select this check box to export date values in a report as text strings

Show grid lines

Select this check box to view grid lines in exported documents

Microsoft Excel (97-2003) (Data Only) and Microsoft Excel Workbook Data-only formats

Option

Description

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Set Column Width

To set the width of Excel columns based on objects in a report, select Column width based on objects in the, and choose a report area from which to take the column width in the list.
To set a constant column width, select Constant column width (in points), and enter the width in the box.

Export object formatting

Select this check box to preserve the object formatting.

Export images

Select this check box to export the images in a report.

Use worksheet functions for summaries

Select this check box to use summaries in a report to create worksheet functions in Excel.

Maintain relative object position

Select this check box to maintain the position of objects, relative to one another.

Maintain column alignment

Select this check box to preserve the alignment of text in columns in a report.

Export page header and page footer

Select this check box to include the header and footer in an instance.

Simplify page headers

Select this check box to use simple page headers.

Show group outlines

Select this check box to show group outlines.

Microsoft Word (97-2003) format

Option

Description

Page Range

To include all pages in a report, select All.
To include a page range, select Pages from, enter the first page number to include, and enter the last page number to include in the to box.

PDF format

Option

Description

Page Range

To include all pages in a report, select All.
To include a page range, select Pages from, enter the first page number to include, and enter the last page number to include in the to box.

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Create bookmarks from group tree

Select this check box to create bookmarks in a PDF file based on the tree structure of a report. This makes reports easier to navigate.

Rich Text Format (RTF) format

Option

Description

Page Range

To include all pages in a report, select All.
To include a page range, select Pages from, enter the first page number to include, and enter the last page number to include in the to box.

Microsoft Word–Editable (RTF) format

Option

Description

Page Range

To include all pages in a report, select All.
To include a page range, select from, enter the first page you want to include, and enter the last page you want to include in the to box.

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Insert page break after each report page

Select this check box to insert page breaks after each page in a report.

Plain Text format

Option

Description

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Number of Characters per Inch

Enter a value between 8 and 16 to indicate the number of characters to include per inch. This setting determines how text files appear and are formatted.

Paginated Text format

Option

Description

Use the export optionsdefined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Number of Lines per Page

Enter the number of lines of text to include between page breaks.

Number of Characters perInch

Enter a value between 8 and 16 to indicate the number of characters to include per inch. This setting determines how text files appear and are formatted.

Separated Values (CSV) format

Option

Description

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

Delimiter

Enter the character to use as the delimiter.

Separator

Enter the character to use to separate values, or select the Tab check box.

Mode

Select Standard Mode or Legacy Mode. When you select Standard Mode, you can choose report, page, and group sections to include in an instance. When you select Legacy Mode mode, you cannot choose report, page, or group section options.

Report and page sections

If you chose Standard Mode, select Export or Do not export to indicate whether to export report and page sections.

If you selected Export, select the Isolate report/page sections check box if you want to isolate the report and page sections.

Group sections

If you chose Standard Mode, select Export or Do not export to indicate whether to export group sections. If you selected Export, select the Isolate group sections check box if you want to isolate the group sections.

XML

Option

Description

Use the export options defined in the report

Select this check box to use the export options defined in a report. You cannot set any other formatting options.

XML Exporting Formats

Choose an XML export format, such as Crystal Reports XML.

Selecting a destination

You can schedule an object instance to be sent to a destination on your computer, on a network, at a default file location, in email, on a FTP server, or in SAP Jam or SAP StreamWork (if available).

The destinations available depend on which destinations your system administrator enabled and on your access rights. If your administrator specified a destination for an object, that destination option is listed in the Schedule dialog box. You may be able to set options for the destination or to select a different destination. For most destinations, you must provide additional information.

1. On the Documents tab, right-click the object to select a destination for and select Schedule.

2. In the Schedule dialog box, click Destinations.

The Destinations dialog box appears. The options available depend on which destination you chose.

3. Select a destination in the Destination list.

4. To save a copy of the instance, select the Keep an instance in the history check box.

5. To use the default settings for the destination, select the Use default settings check box.

6. Set the remaining destination options as needed.

7. Click Schedule.